Steps in the Procurement Review ProcessSchool year 2017-18 local agency procurement steps in the process.
School Year 2017–18 Local Agency Procurement Steps in the Process
The CDE will perform an offsite procurement review a minimum of once every three years for all school food authorities (SFA) that contract with a food service management company (FSMC), Residential Child Care Institutions, private schools, and camps. The SFAs in this three-year cycle will typically receive the offsite procurement review during the same year that they are scheduled for an administrative review (AR).
The CDE will perform an offsite procurement review a minimum of once every six years for all public school districts, charter schools, and county offices of education operating without an FSMC contract. The SFAs in this six-year cycle will typically receive the offsite procurement review every other time they are scheduled for an AR.
Step 1: The CDE Notifies the SFA about the Procurement Review
The CDE will notify SFAs by e-mail at the beginning of the school year that they are scheduled to receive an offsite procurement review. This correspondence will include instructions to access the SFA Procurement Table (a fillable spreadsheet where the SFA enters the required procurement information), a list of all prereview documents that the SFA must submit to the CDE, the due date, and a link to resources to assist the SFA with the review.
Step 2: The SFA Completes the SFA Procurement Table
The SFA will complete the SFA Procurement Table. The SFA will use a Vendor Paid List (VPL) or summary of expenditures from the prior school year to assist them with completing this table. For assistance with information the SFA must include on the VPL, access the VPL Instructions.
Step 3: The SFA Submits Required Pre-Review Documents to the CDE
The SFA submits the required prereview documents to the CDE by the due date to the Procurement Resources Unit e-mail address at NSDProcurementReview@cde.ca.gov. The SFA will submit the following:
- SFA Procurement Table
- VPL, or summary of expenditures, from the previous school year
- Cooperative or group purchasing agreements, if applicable
- Written Code of Conduct*
- Written Procurement Procedures*
*SFAs that need assistance with writing the code of conduct and procurement procedure documents can access the Code of Conduct and Procurement Procedures Checklist document in the Resources section of the CDE Procurement in CNP web page. The CDE also provides a sample Code of Conduct in the Child Nutrition and Information Payment System, Download Forms, Form ID PRU 08a, and a sample Procurement Procedures in CNIPS, Download Forms, Form ID PRU 08b.
Step 4: The CDE Selects Procurements for the Review
After reviewing the contracts and other procurement documents listed in the SFA Procurement Table, the CDE will decide which of the SFA procurements (that is, which contracts and supporting documents) they will select for a detailed review. The CDE will select contracts based on the following prioritization:
- Only one response received to a solicitation
- Group purchasing, buying, or third-party contracts
- Highest-priced contracts
- Procurements that exceeded the applicable threshold. For example, instances when the micropurchase method was used for a $4,000 procurement, which exceeds the $3,500 micropurchase threshold. Please note that effective August 1, 2018, the micropurchase threshold increased to $10,000 per transaction.
Step 5: The CDE Requests Additional Documents from the SFA
The CDE will request contract(s) and supporting documents from the SFA based on the procurements selected for review in Step 4. The CDE will provide the SFA with the due date for submitting these documents.
The CDE developed School Year (SY) 2017–18 Procurement Review Instructions to assist SFAs with examples of the types of documentation the CDE may request.
Step 6: The CDE Conducts the Offsite Review
The CDE will review contract(s) and supporting documents submitted by the SFA using the review questions in the U.S. Department of Agriculture’s (USDA) Draft Tool for Local Agency Procurement Reviews for SFAs in SY 2016-2017 (Note: the 2017–18 version of the procurement review tool is in development). These questions address general procurement (e.g., code of conduct and procurement procedure documents), micropurchases, small purchases, formal procurements, FSMC contracts, and USDA Foods processing contracts.
Step 7: The CDE Provides the Report to the SFA
Once the CDE has completed the review, they will provide a report to the SFA. If there were no findings, then the procurement review will be closed. In cases where there are findings, the CDE will provide technical assistance and may also issue corrective action. If the CDE does not issue corrective action, the review is closed.
Step 8: The SFA Submits CAD to the CDE
If the CDE issued corrective action in Step 7, the SFA submits the completed corrective action document (CAD) to the CDE for review and approval within 30 days of issuance.
Step 9: The Review is Closed
Once the CDE accepts all CAD (if applicable) submitted by the SFA, the CDE will close the review.