Procurement Procedures
According to 2 CFR §200.318(a), all recipients or subrecipients must maintain and use documented procedures for procurement transactions under a federal award or subaward, including those for the acquisition of property or services. These documented procurement procedures must be consistent with state, local, and tribal laws and regulations, as well as the standards identified in §§ 200.317 through 200.327. Proper procurement procedures are required for purchases of any amount.
The Office of the State Superintendent of Education (OSSE) provides templates for Child and Adult Care Food Program (CACFP) and Summer Food Service Program (SFSP, also known locally as DC Youth Meals Program) program operators to use when soliciting food service vendors. These documents should be used when soliciting quotes for a food service contract with an estimated value exceeding $100,000 for a one-year period of service. Choose either the Invitation for Bid (IFB) or the Request for Proposal (RFP) template for your solicitation and contract.
Invitation for Bid (IFB): a document used in soliciting bids through the formal advertising method of procurement. IFBs are awarded to the responsive and responsible bidder with the lowest price. Bids must be publicly solicited.
Request for Proposal (RFP): a document used to solicit bids through a formal advertising method of procurement. RFPs are awarded to the responsive and responsible bidder whose offer is most advantageous to the SFA based upon the evaluation criteria specified. Proposals must be publicly solicited.
Program operators are required to send the draft template(s) and any scoring and evaluation tools to the state agency for approval before advertising. In addition to the required District procurement language, these templates contain language required by the United States Department of Agriculture (USDA) Food and Nutrition Services (FNS). Failure to ensure that all finalized contracts meet requirements may result in the denial of reimbursement.
For more information, see resources found at the DC Office of Contracting and Procurement webpage.
Best Practices for Contracting with Food Service Management Companies | Food and Nutrition Service (Policy Memo)
Related Content: CACFP Program Management Forms
Approved Procurement Templates
