Summary
The California Department of Education (CDE) performs an off-site local agency procurement review (LAPR) on an eight-year cycle for all recipients of School Nutrition Program funds, which includes: residential childcare institutions, private schools, camps, public-school districts, charter schools, and county offices of education.
School Food Authorities (SFAs) may be selected for review at any time during the eight-year cycle. The review schedule is not fixed and may not align with a prior cycle. The CDE considers a variety of factors each year when determining the review schedule, including available staff resources, prior review history, and the types of contracts in place.
Note: Administrative Reviews (AR) and LAPRs are separate reviews that may or may not occur during the same school year.
Phase 1: Prereview
Step 1: Notification of Review
The CDE will notify SFA's by email that they are scheduled to receive an off-site procurement review. The email will include a list of documents the SFA must submit to the CDE, the due date, and the email address that the SFA will use to electronically provide these documents to the CDE.
The email will also include links to procurement review resources.
Step 2: Complete SFA Procurement Table and Vendor Paid List
The SFA will complete the SFA Procurement Table. This is a spreadsheet SFAs complete with procurement information from the previous school year. The SFA will also complete a Vendor Paid List (VPL), summarizing expenditures from the prior school year.
SFAs that need assistance with filling out the SFA Procurement Table and VPL can access the SFA Procurement Table Guide in Child Nutrition Information and Payment System (CNIPS), Download Forms, Form ID PRU 01a and Vendor Paid List Instructions in CNIPS, Download Forms, Form ID PRU 02.
Step 3: Submit Documents to CDE
The SFA submits the required documents to the CDE at NSDProcurementReview@cde.ca.gov by the specified due date.
The SFA is required to provide the following documents to the CDE:
- SFA Procurement Table
- Vendor Paid List
- Child Nutrition Program (CNP) Program operator-only cooperative agreement, Inter-agency agreement, Memorandum of Understanding agreement, Piggyback Contract or Group purchasing agreement, if applicable
- Written Procurement Procedures
- Written Code of Conduct
- Initial Documents Checklist
Phase 2: Review
Step 4: The CDE Requests Additional Documents
The CDE will request contract(s) and supporting documents from the SFA based on the procurements selected for review. The SFAs will have 10 business days to submit the requested documents.
Requested documentation for the review may include receipts and invoices, solicitation documents (such as specifications, evaluation criteria, score sheets, signed certifications and contract terms and conditions), bidder responses, executed contracts, and cost or price analysis documentation.
The CDE developed the LAPR Required Documentation web page to assist SFAs with examples of the types of documentation the CDE may request. SFAs can also access the LAPR required documents in CNIPS, Download Forms, Form ID PRU 03.
Step 5: The CDE conducts the Off-site Review
The CDE will review solicitation documents, executed contracts and any other supporting documents submitted pertaining to the procured goods or services. CDE utilizes the U.S. Department of Agriculture (USDA) comprehensive procurement review tool for assessing compliance with procurement standards.
These questions address general procurement such as the SFAs code of conduct, procurement procedures, micro purchases, simplified acquisition purchases, formal purchases, Food Service Management Company (FSMC) contracts, and processing contracts.
Phase 3: Closing
Step 6: Final Review Steps and Documentation
Upon completion of the review, the CDE will provide the SFA an executive email summary which will include the following documents:
- Correction Action Request (CAR) – This document serves as official record that the agency received and reviewed any findings. It ensures accountability, transparency, and compliance by confirming awareness of any required corrective action for future monitoring and oversight. The document is generated by the PRU analyst and provides the agency a documented set of steps outlining how to address and fix identified findings of noncompliance within the procurement process.
- Acknowledgement Form - This document holds agencies accountable for correcting all findings. It is due within 30 business days of receipt.
The corrective action request indicates whether the review identified findings in the SFA’s compliance with procurement standards.
- If no findings are found, the SFA is considered compliant with the review. The PRU analyst may offer the best practices or observations to strengthen the SFAs procurement knowledge.
- If findings are identified, the SFA is not compliant with all aspects of the review. The PRU analyst will provide a corrective action request to address the areas of concern. An analyst will arrange an exit interview meeting with the SFA to go over the findings in detail.
Step 7: Closing Review Guidance
Once the CDE receives and approves the corrective action response and signed acknowledgement form, the review is closed.
Nonresponsive SFAs
The CDE works closely with SFAs to ensure the completion of the review.
However, in cases where the SFA is not responsive (for example, they do not submit the required documentation after multiple attempts), the CDE may:
- Withhold reimbursement
- Remove the SFA from the status of Good Standing for grants, or
- Take other action as necessary
For additional procurement information on Child Nutrition Programs (CNP), visit the Procurement in School Nutrition Programs and Procurement in CNPs web pages.
For assistance with the procurement process or for related questions, SFAs can contact the Procurement Resources Unit (PRU) by email at NSDProcurementReview@cde.ca.gov.