Board Policies

Last revised: August 8, 2016

705.3

School Nutrition Program Purchasing Procedures

 Policy Title: School Nutrition Program Purchasing Procedures Code No: 705.3 

It shall be the responsibility of the superintendent or designee to approve purchases, except those authorized by, approved by or requiring direct board action. The superintendent may coordinate and combine purchases with other governmental bodies to take advantage of volume price breaks. Joint purchases with other political subdivisions will be considered when in the opinion of the superintendent it is prudent to do so. 

Federal laws and regulations require state agencies and school authorities to comply with a host of requirements and rules specifically addressing procurement of goods, products, and services for School Nutrition Programs. The School Food Authority (SFA) determines the type of goods or services needed, the quantity for goods or frequency (for services) needed, the quality needed, any special requirements for any of the items, the date by which delivery is needed, the location(s) to which delivery will occur, and the legality of the procurement process. 

Procurement Methods 

Micro-purchase threshold not to exceed USDA Threshold ($3,500 for FY17) 

Micro-purchases do not require obtaining quotes. Staff must keep a log or file to document purchased item, price and vendor, must distribute micro-purchases equitably among qualified suppliers and may be awarded without soliciting competitive quotations if the SFA considers the price to be reasonable. 

Informal, small purchase threshold between Micro-purchase threshold and $50,000 

The superintendent or designee shall follow District non-construction purchasing procedure policy as amended. 

Formal, large purchase threshold greater than $50,000 

The superintendent or designee shall follow District non-construction purchasing procedure policy as amended. 

Non-competitive proposal 

This is a procurement method used when competition is deemed inadequate or impossible due to public exigency or emergency. Negotiations must include both price and terms using the same procedures that would be followed for competitive proposals. Procurement by non-competitive proposals may be used only when the award of a contract is infeasible under small purchase procedures, sealed solicitation, or competitive proposals and one of the following applies: 

• The item is available only from a single source. 

• The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation. 

• The awarding agency authorizes non-competitive proposals. 

• After solicitation of a number of sources, competition is determined inadequate. 

• All non-competitive proposals must be approved by the Bureau of Nutrition and Health Services, Iowa Department of Education prior to requesting proposal. 

Bidding guidelines and requirements shall follow the Cedar Falls Community School District’s non-construction purchasing procedure policy as amended or Federal guidelines, whichever is most restrictive

Buy American 

Cedar Falls Community School District supports the Buy American provision requiring schools to purchase, to the maximum extent practical, domestic commodities and products. A domestic commodity or product means an agricultural commodity that is processed in the United States, and/or a food product that is processed in the United States substantially using agricultural commodities that are produced in the United States. Purchases made in accordance with Buy American provision must still follow applicable procurement rules calling for free and open competition. 

Ethics 

Ethical behaviors are practices that promote free and open competition. Accurate documentation is important to demonstrate compliance with the contractual terms and the district policies. Ethical violations in the workplace are a serious matter and may result in employee disciplinary action, as per board policy, as well as potential loss of funding for the nutrition program. 

Date of Adoption: August 8, 2016

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Date of Adoption

August 8, 2016

Date of Revision

Date of Review
August 08, 2016