DoD Fresh Fruit and Vegetable Program Reminders

This management bulletin updates the policy for the U.S Department of Defense Fresh Fruit and Vegetable Program (DoD Fresh) entitlement request process, clarifies requirements for receipting orders in the Fresh Fruit and Vegetable Ordering and Receipting System (FFAVORS), and provides direction for submitting DoD Fresh complaints.

Department of Defense Fresh Entitlement Request Deadlines

Beginning school year (SY) 2025–26 and until further notice, the deadlines for each of the four designated opportunities for Program Operators to modify entitlement allocations for the DoD Fresh program are as follows:

• October 1

• January 1

• March 1

• April 1

*If the first falls on a weekend or holiday, the deadline will be extended to the next business day.

Program Operators must submit DoD Fresh allocation changes to their Food Distribution Program (FDP) ordering coordinator by these deadlines for changes to become effective. Program Operators need to take this change into account when planning yearly DoD Fresh allocations, understanding that agencies are only able to increase or decrease allocated funds four times during the school year.

DoD Fresh Receipting Requirements

Also beginning SY 2025–26, Program Operators participating in the DoD Fresh program that place orders direct from prime vendors are required to receipt orders in FFAVORS within two business days after delivery. Receipts are considered past due if they have not been entered into FFAVORS by the end of the second day and additional orders cannot be placed until previous orders are receipted.

Receipting orders confirms items are received and ensures entitlement funds are drawn down accurately. Receipting instructions can be found in the Help section of FFAVORS.

DoD Fresh Complaints

To ensure the success of DoD Fresh, it is important that all issues be documented and immediately reported to the FDP. Program Operators should inspect all produce for condition and quality upon arrival. Any issues must be reported within 24 hours of delivery, or by the next business day. Communication and documentation, including photos, are key to quickly resolving any issues.

Reporting Procedures:

• Direct Deliveries from Prime Vendor:
  
  Program Operators who receive DoD Fresh produce directly from the Prime Vendor should report any concerns related to quality, condition, availability, or delivery to each of the contacts listed below:The Prime Vendor
  
  • The DoD Customer Representative listed on the U.S. Department of Agriculture (USDA) Food Distribution DoD Fresh webpage: https://www.fns.usda.gov/usda-foods/usda-dod-fresh-fruit-and-vegetable-program,
  • And notify the FDP via email at: FoodDistribution@cde.ca.gov.
    
    
• Pomona Distribution Center:
  
  Program Operators receiving produce through the Pomona Distribution Center, also referred to as the PDC, should report any issues by calling 909-596-7777.
  
  
• Sacramento Distribution Center:
  
  Program Operators receiving produce through the Sacramento Distribution Center, also referred to as the SDC, should report any issues by calling 916-324-0162.

Resources

For more information on the DoD Fresh program, including current DoD solicitations and contracts, and regional DoD customer service representatives, visit the U.S. Department of Agriculture Food Distribution DoD Fresh web page at https://www.fns.usda.gov/usda-foods/usda-dod-fresh-fruit-and-vegetable-program.

Information and links to the FFAVORS website can be found on the FFAVORS web page at https://www.fns.usda.gov/usda-foods/ffavors.

For information specific to the California Department of Education (CDE), including program fees and participation options, visit the CDE DoD Fresh Fruit and Vegetable Program web page at https://www.cde.ca.gov/ls/nu/fd/dod.asp.

Contact Information

If you have any questions regarding this subject, please contact the FDP by email at FoodDistribution@cde.ca.gov.