produce specifications: the devil’s in the details specifications: the devil’s in the details...
TRANSCRIPT
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Produce Specifications: The Devil’s in the Details
Julie Skolmowski, MPH, RD, SNS Food and Nutrition Service
Christina Conell
Food and Nutrition Service
Ashley Rulffes, MS Agricultural Marketing Service
July 16, 2014 1:30 PM
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Produce Safety University
• One week, comprehensive training course • Developed in 2010 • Partnership between FNS and AMS • States submit nominations to USDA • Open to school district and state agency staff
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“Its All About the Money”
How you can save money – Write specifications for intended use – Purchase in season – Consider grade, size, pack
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Standards
• U. S. Grade Standards for fruits & vegetables • Commercial Item Descriptions
www.ams.usda.gov/standards
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Quality and Condition Building Blocks of Produce
Specifications
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Quality Permanent or unchanging factors Examples: color, scars, shape Condition Progressive factors Examples: bruising, decay, discoloration
Quality & Condition
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Quality Defects
Examples
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Color
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Scars
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Shape
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Growth/Healed Cracks
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Size
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Condition Defect Examples
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Bruising
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Shriveling
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Surface Discoloration
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Internal Defects
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Decay
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Writing Fresh Produce Specifications
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Get the “Right Produce” at the “Right Price”
1. Determine need 2. What is available 3. Specification for intended use 4. Train staff receiving produce
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What do you Need?
• Use the menu to determine your needs • Consider how you will be serving the product
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What is Available?
• Consider seasonality when planning menus – Produce costs less when in season – Local produce may be available
• Use Market News to identify trends
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Specification Characteristics
• Name of product • U.S. Grade • Geographical origin • Receiving temperature • Type of packaging • Size of container • Bid unit
– Weight of container – Count
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Specifications: A Communication Tool
• Tell vendors the quality that you want – Compare “apples to apples” on bids
• Must be measurable – need to be able to determine if what was ordered was received
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Poorly Written Specifications
• Limit competition • Increase costs without increasing value • May result in lower quality than desired • May decrease product yield • Increase costs when product is not easily
attainable
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Receiving Produce
• Compare product to specification and purchase
order • Inspect:
– Shape, color, size or count – Defects, condition, and flavor – Temperature
• Retain information needed for traceability – Delivery date, vendor, product code, lot numbers, pack
dates
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Receiving is Critical
• Staff who receive the produce need to: – Understand the specifications – Know what to do if the product does not meet
them
• Provide training
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Resources
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Fruits and Vegetables Galore
www.fns.usda.gov/tn/resources/fv_galore.html 31
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Specification Resources
Agricultural Marketing Service
www.ams.usda.gov
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Good Agricultural Practices
www.ams.usda.gov/gapghp Farm Soil Water Animals Worker Health & Hygiene Audit Fee $92.00/hour
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Market News
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http://www.marketnews.usda.gov/portal/fv
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How to Use Market News • Estimate fair price over a certain period • Incorporate market price into your bid • Help farmers with produce pricing • NEW – Custom Average Pricing Report
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NFSMI Materials
• Available on NFSMI website – Fact Sheets – Videos – Activities – Lessons
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www.nfsmi.org/producesafety
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Produce Information Sheets www.nfsmi.org/producesafety
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Produce Information Sheets • Apples • Bananas • Broccoli • Cantaloupe • Carrots • Grapes
• Lettuce • Oranges • Squash • Strawberries • Tomatoes • Watermelon
www.nfsmi.org/producesafety
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Using Specifications, Requirements, and Evaluation Criteria to Target Local Products
Christina Conell School Nutrition Association ANC| July 2014
Welcome!
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Overview
» Procurement basics » Three ways to use specifications and evaluation criteria
to target local foods » Resources
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What? Which Types of Products
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What? Defining Local
» Mile Radius
» County
» State
» Region
Can vary by:
» Product
» Season
» Special event
Ways to define local:
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Procurement Methods
(Federal Threshold = $150,000)
Small Purchase (Requires price quotes from
at least 3 bidders)
Sealed Bids (IFBs) & Competitive
Proposals (RFPs) (Requires public advertising)
Informal Formal
≤ Small Purchase Threshold >
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Sections of a Solicitation
• Contract Type • Introduction/Scope • General Descriptions of Goods and Services (AKA
Specifications) • Timelines and Procedures • Technical Requirements • Evaluation Criteria
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Sections of a Solicitation
• Contract Type • Introduction/Scope • General Descriptions of Goods and Services (AKA
Specifications) • Timelines and Procedures • Technical Requirements • Evaluation Criteria
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Using Specifications, Vendor Requirements, and Evaluation Criteria to Target Local Products
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“Local” Can’t Be Used as a Specification
FNS regulations and guidance make clear that “local” (or any geographic area) cannot be used as a product specification or a vendor requirement. Therefore, this is not allowed:
“This solicitation is for flour from wheat grown and processed within 100 miles of
Schmoetown.”
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Potential Specifications, Requirements, and Evaluation Criteria to Target Local Products
• Such as:
» Particular varieties unique to the region
» Freshness (e.g. Delivered within 48 hours)
» Size of farm
» Harvest techniques
» Crop diversity
» Origin labeling
» Able to provide farm visits or class visits
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Other Things to Consider When Writing Solicitations to Target Local Products
• Be flexible
• Don’t include unnecessary requirements
• Consider what a vendor new to the school food market might not know
» Condition upon receipt of product
» Food safety needs
» Size uniformity
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Additional Production Standards • Certified Organic
• No-till
• Pesticide Free
• Grass-fed
• Cage Free
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Three Ways to Use Solicitation Language to Target Local Products
1. Use product specifications 2. Use additional requirements to determine vendor
responsiveness 3. Use criteria to evaluate vendor proposals
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Consider requesting:
• A variety that is unique to the region
• Products are delivered within 24 or 48 hours of harvest
Use Product Specifications to Target a Local Item
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Example: Use Product Specifications
Product Specification • Granny Smith or local variety, • US. Fancy or No. 1, • Prefer 5 - 185 count boxes per week but willing to
consider other pack sizes for September – December • Delivered within 48 hours of harvest
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• Remember that you must award to a vendor who is both responsive and responsible!
• Evaluate responsiveness in any procurement method – IFB, RFP or Informal.
• All vendors must be able to provide the products you need to be considered responsive. You can include additional vendor, including:
» Able to provide farm visits » State of origin or farm origin labeling » Provide products grown on a particular size farm
Use Additional Requirements to Determine Vendor Responsiveness
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Product Specification • Green apples, US. Fancy or No. 1, prefer 5 185 count boxes per week but willing to
consider other pack sizes for September - December
Example: Use Criteria to Determine Responsiveness
Apple Lane Great Granny’s Fred’s Fuji’s
Contractor ability to meet all specifications Product quality Delivery Packaging and Labeling
✓ ✓
✓
Three references, past history ✓ ✓ ✓ Able to provide harvest tour to two 3rd grade classes October
-- ✓ ✓
Able to provide state of origin on all products --
✓ ✓
Delivered within 24 hours of harvest -- ✓ ✓
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• Use those same criteria mentioned before, but assign weights to evaluate in an RFP.
• The amount of weight determines how important the criterion is.
• To evaluate proposals, think about including: » Able to provide farm visits » State of origin or farm origin labeling » Provide products grown on a particular size farm
3 Use Criteria to Evaluate Vendor Proposals
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Product Specification • Green apples, US. Fancy or No. 1, prefer 5 185 count boxes per week but
willing to consider other pack sizes for September - December
Apple Lane Great Granny’s Fred’s Fuji’s
Price = 40 30 35 40
Contractor ability to meet all specifications Product quality = 15 Delivery = 10 Packaging and Labeling = 5
25 30
30
Three references, past history = 10 10 10 10
Able to provide farm/facility tour or classroom visits = 5
0 5 5
Able to provide state of origin on all products = 5
0 5 5
Delivered within 24 hours of harvest = 10 0 10 7
100 possible points 65 95 97
Example: Use Criteria in an RFP
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Vendors will provide products:
• Delivered directly to multiple SDUSD school sites (not a central warehouse). The number of drops is to be determined by the district on a case-by-case basis;
• Produce should be generally free from insect damage and decay; and,
• Product must be rinsed, cleaned and packed in appropriate commercial produce packaging, such as waxed cardboard boxes. Standard industry pack (case counts) is required and/or half packs are allowable when it comes to bundled greens.
Example: San Diego Unified
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Vendors will provide products:
• Grown on farms that are less than 50 acres in size;
• Grown on farms that grow more than five food crops at one time;
• Grown on farms that utilize a majority of hand harvesting, hand packing or human labor power in growing, harvesting. and packing of food;
• Delivered directly to multiple SDUSD school sites (not a central warehouse). The number of drops is to be determined by the district on a case-by-case basis;
• Produce should be generally free from insect damage and decay; and,
• Product must be rinsed, cleaned and packed in appropriate commercial produce packaging, such as waxed cardboard boxes. Standard industry pack (case counts) is required and/or half packs are allowable when it comes to bundled greens.
Example: San Diego Unified
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Farm to School Resources • USDA Farm to School Website and E-Letter
(at www.fns.usda.gov/farmtoschool) • Farm to School Census • Farm to School Regional Leads • More procurement resources coming soon!
WRO MPRO SWRO MWRO SERO NERO MARO National Office
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Assess state programs
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Local Procurement Guide – Now Available!
Available at http://go.usa.gov/KAFH (the Resources page on the USDA Farm to School website)
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Questions?
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Evaluate this session online.
Visit onthego.schoolnutrition.org on your cell phone’s browser.
Click the “Evaluate Your Sessions” link.
THANK YOU!
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