Procurement in Child Nutrition Programs

Introduction

This Web page provides procurement information for U.S. Department of Agriculture (USDA) child nutrition programs (CNP) administered by the California Department of Education (CDE), including the National School Lunch Program (NSLP), Child and Adult Care Food Program (CACFP), Summer Food Service Program (SFSP), and the Food Distribution Program (FDP). Procurement requirements apply to all agencies that participate in CNPs. The CDE is committed to providing ongoing guidance to support CNP agencies with the proper procurement of goods and services, and encourages all CNP agencies to routinely review and use the resources on both this Web page and the Procurement in School Nutrition Programs Web page.

Background

The federal government, in an attempt to streamline the administration of federal grants, consolidated several federal regulatory sections into Title 2, Code of Federal Regulations (2 CFR), Part 200, Subtitle A, Chapter II. Part 200 of 2 CFR replaces existing rules in Title 7, Code of Federal Regulations, parts 3015, 3016, 3019, and 3052, and cost principles addressed in 2 CFR, parts 215, 220, 225, and 230 (Office of Management and Budget Circulars A-133, A-21, A-87, and A-122, respectively). Sponsors can find the Super Circular on the U.S. Government Publishing Office Electronic Code of Federal Regulations Part 200 Web page .

The procurement standards in the Super Circular became effective for the NSLP, CACFP, SFSP, and FDP on October 1, 2015.

Frequently Asked Questions (Coming Soon)

Questions and answers to aid CNP operators with understanding the requirements surrounding the procurement of goods and services using federal funds. If you are unable to find the answer to your question below, please contact the office technician from the appropriate program listed in the Contact Information section below.

Overview

Procurement is defined as a multistep process for obtaining goods and services at the lowest possible price. The steps in this process include planning, writing specifications, advertising the procurement, awarding a contract, and managing the contract. Procurement standards for the CNPs are located in 2 CFR, sections 200.317–200.326 and in Appendix II to Part 200. At a minimum, the regulations require CNP participating districts and agencies to:

• Conduct procurements in a manner that promotes full and open competition.
• Develop and maintain a written Standard (or Code) of Conduct that covers conflicts of interest, including organizational conflicts of interest, and governs the performance of employees engaged in the selection, award, and administration of contracts.
• Develop and maintain written procurement procedures designed to avoid the acquisition of unnecessary or duplicative items.

Federal Regulations

• The Electronic Code of Federal Regulations 2 CFR Part 200 Web page
  Includes general procurement regulations in 2 CFR, sections 200.317–200.326.
• USDA Policy Memorandum SP 30-2015, CACFP 16-2015, and SFSP 18-2015
  This policy memo includes a link to a set of Frequently Asked Questions about the Super Circular.
• Title 7, Code of Federal Regulations, Subchapter A, parts 210–299
  Federal regulations governing all CNPs.

Resources

The resources listed below provide guidance to CNP districts and agencies about procurement.

• Code of Conduct and Procurement Procedures Checklist (DOC)
  Provides agencies with the basic components required in these procurement documents.
  
  
• Procurement in the 21^st Century
  From the Institute of Child Nutrition, this training course is a federally endorsed resource designed specifically for CNP agencies.

School Nutrition Programs

• Procuring Local Foods
  This USDA Web page contains a guide, decision tree, policies, and resources to help ensure that agencies have the resources and knowledge necessary to incorporate local foods into their day-to-day operations.
• Procurement—School Nutrition Programs
  This CDE Web page contains regulations, requirements, and guidance governing all school food service procurements for the School Nutrition Programs (SNP).

Child and Adult Care Food Program

• Procurement Trainings
  Procurement trainings for agencies participating in the CACFP and the SFSP.

• Local Foods and Related Activities in the Child and Adult Care Food Program
  This USDA Web page provides a variety of procurement resources.

Summer Food Service Program

• Procurement Trainings
  Procurement trainings for agencies participating in the CACFP and the SFSP.

• Administrative Guidance for Sponsors
  This USDA FNS handbook for SFSP sponsors contains updated procurement information resulting from the Super Circular.

Cafeteria Fund

• Cafeteria Fund Guidance
  This CDE Web page provides information about the cafeteria fund, a restricted account that SNP agencies may use only for the operation and improvement of the nonprofit school food service.

Contact Information

If you have any questions regarding this subject, please contact your Program Specialist. A list of Program Specialists is available in the Download Forms section of the Child Nutrition Information and Payment System . You can also contact the following program support staff for assistance:

School Nutrition Programs: Niki Head, Office Technician, by phone at 916-322-3005 or by e-mail at nhead@cde.ca.gov.

School Food Service Contracts: Debbie Reeves, Office Technician, by phone at 916-319-0636 or by e-mail at dreeves@cde.ca.gov.

Child and Adult Care Food Program: Nancy Charpentier, Office Technician, by phone at 916-327-2991 or by e-mail at ncharpentier@cde.ca.gov.

Summer Food Service Program: Larry Frakes, Office Technician, by phone at 916-322-8323 or by e-mail at lfrakes@cde.ca.gov.

You can also contact the Nutrition Services Division toll-free by phone at 800-952-5609.