1 LI FOOD COOP VENDOR MEETING JANUARY 9, 2017USER FRIENDLY -COOPERATIVE PURCHASING Melville Marriott, Long Island, NY Welcome all to the meeting- thank each company and school district in being present Give out index cards- contact information please include address, a question you have to ask the committee today?
2 What do you think when its bid time?OR
3 OUR MEETING TODAY WILL STRIVE TO HAVE ALL OF US WALKING ON EASY STREET WHEN BID TIMES ROLL AROUND.
4 LET’S ALL PREPARE TOGETHER!
5 Partners in purchasingDistributors Manufacturers Brokers LISNDA/School Districts/ LIFOOD COOP USDA OGS SNA & NYSNA
6 As partners our goal is to improve the overall health of school age children through providing the best possible foods……… Students, middle school age signing up for Fuel Up To Play Sixty Program. In order to play; good nutrition is the fuel.
7 LISNDA Long Island School Nutrition Directors (LISNDA) Association is the local professional association for school food service programs which are self- operated, all coop districts are members of the association. The LIFOOD COOP is a committee within the association which administrates, oversees and makes recommendations for awarding of bids. Each bid area has a chairperson assigned with a team of directors to develop bids including specifications, review and recommend awards to the participating school districts.
8 Who, What, When, Where? Bid Area Bid Chair, District Bid PeriodsSmall and Large Equipment Maureen Branagan, Rocky Point February 1- January 31 Commodity Processing Joanne Finelli, Bellmore Merrick July 1- June 30 Frozen Nancy Cara, Plainedge, Carle Place Grocery Regan Kiembock, Southampton Meat Pat Daley- Jimenez, Great Neck Dairy Gail Sanders, Harborfields
9 Who, What, When, Where? Bid Area Bid Chair, District Bid PeriodsSnacks Gerri Tiger, Cold Spring Harbor July 1- June 30 Ice Cream Jeanette Frabrizio, West Babylon July 1-June 30 Drinks & Coffee Andrew Bromm, Islip July 1 –June 30 Bread Paul Carlozzo, Central Islip Bagels Maureen McCorkell Farmingdale Paper and Supplies Betsey Mcloughlin Elwood Dishwasher Doreen Burke, Comsewoque
10 QUICK FACTS- FOR NOW AND THE FUTURE?PREPARATION FOR BIDS IS ONGOING BID CYCLES ARE JULY 1-JUNE 30 FOR THE MOST BIDS. BID OPENING LATE APRIL EQUIPMENT IS FEB. 1 – JAN 31. BID OPENING JANUARY BIDS ED 3-4 WEEKS PRIOR TO OPENING ADVERTISED IN NEWSDAY COMMUNICATION IS THE KEY DOES THIS WORK FOR YOU? DISCUSSION
11 USDA and OGS USDA provides regulations pertaining to the amount and type of food to be served based on a four or five component menu. OGS provides approval of processors as well as information on processing and coordinates schools monthly deliveries of USDA commodity items- called brown box.
12 LI Food Coop/School DistrictsDevelops specifications based on USDA regulations, nutritional needs, as well as student preference, acceptance and overall value. Specifications may include required brands Other brands may be acceptable, but samples are required PRIOR to bid opening. Website Go to website to show what vendors can obtain
13 Manufacturers Provide all necessary documentation to the distributor bidding on their individual product. Provide nutrient analysis and ingredient label for item, as well as samples if not listed as a required/preferred brand. Provide samples for every new item not previously on the bid. Provide preparation instructions within the carton for each item.
14 Brokers Meets with school food service directors informing of new products and current products meeting breakfast, lunch or snack regulations for service in child nutrition programs. Helps to bridge communication between distributors, manufacturers and school districts Resource for districts and distributors
15 Distributors- BEFORE BID IS SUBMITTEDProduct Specification will often list required or acceptable brands, if you are providing one listed- great! If not and wish to do an or “EQUAL” Attention to new product sampling prior to bid opening, provide sample to chair by date noted in terms and conditions. FOR ALL ITEMS: whether you are bidding on an acceptable brand or an equal that has received approval for submission the label from manufacturer that includes ingredients & nutrition facts must be submitted with your bid- electronically. Please submit the correct matching information, not just the one that meets specification, and if recommended for award this will be the item that must be delivered. When completing bid please pay attention to how the item is bid: pound, each, piece, can, hundreds, thousands, etc. For spices and other per ounce items: Please be careful to bid as per unit (ounce in this case) so that comparison can be made” apples to apples”. A mention to drive home…..need for the product as awarded (No sub because of nutritional contribution to the USDA regulated meal pattern and how a district may have planned in the menu and student participating with allergies. Cooperation will alleviate the time to take in a delivery, request for auth to return as well as driver time to collect the wrong item. Attention to new product sampling prior to bid opening, Submit for the item bid: the label from manufacturer that includes ingredients & nutrition facts not the one that meets spec (unethical) Respond promptly to request for information. Pay attention to how the item is bid: pound –piece-case When the vendor cannot deliver the item and $ minimums don’t meet as a result of shortage
16 DISTRIBUTORS- AFTER BID IS AWARDEDCooperation will alleviate the time to take in a delivery, request for auth to return as well as driver time to collect the wrong item. Respond promptly to request for information when bid is submitted. When the vendor cannot deliver an item, notifies the school of the short this causes the minimum to not be met as a result of shortage- the delivery must go to each school as ordered. The districts plan on meeting the minimum, a short is not the result of ordering. A mention to drive home…..need for the product as awarded (No sub because of nutritional contribution to the USDA regulated meal pattern and how a district may have planned in the menu and student participating with allergies. AS far as Ordering and delivering their awarded items, if there are shortages, Please NOTIFY the director asap and PRIOR to delivery so items may be ordered elsewhere and be aware you are responsible for any additional cost for such items. NO SUBSTITUTIONS without notification to the director. Due to regulations, purchasing requirements, nutritional needs and allergies. Explain: Charge back for items vendors are unable to deliver- all districts can do Vendor submits a bid-this means that you are able to deliver the item- however often there are special conditions to purchase, you MUST explain such conditions with your bid submission. IE if vendor needs to order 500 cases to get an item and we are only ordering 200- how can you deliver? Don’t bid it-
17 SNA/ NYSNA SNA- national professional organization for all school food service employees- updates on regs, training and ideas from around the nation NYSNA- state professional organization, provide updates on website, product information in publication, RIS, conferences. Partners to assist school district programs
18 The above are on website and flash driveParts to bid No more paper Signature Sheets Terms and Conditions- pdf School Addresses- txt Specifications-pdf The above are on website and flash drive Excel spreadsheet On flash drive only
19 Terms and Conditions COMMUNICATION IS KEY: If there is any question about whether the product being bid on an acceptable item, Be PROACTIVE and contact the chair of that bid. Send sample if not listed as acceptable brand. We can look at samples at any time not just during the receipt of bid and opening- the sooner the better. CORRECT item numbers for what is being offered is appreciated. As these are checked and if not searchable bid may not be accepted. This should match the nutrient information NO SUBSTITUTIONS without notification to the director. This is due to purchasing regulations, nutritional needs, allergies, etc.
20 Some past experiences to avoid:Vendors must be sure that the supplier part number, flavors and supplier brand with matching code numbers are provided and stated accurately. The result of not submitting this info resulted in our “Part 2’s” in a previous year or NO AWARD for vendor submitting bid. “Or equal” – although the decision as to whether an alternate or substitution is “equal” is up to the committee to determine, vendors should also take notice when labeling an item “or equal” there were many items when submitted that really didn’t come close to being “or equal”. Hence why samples are required before bid opening for approval. Show example of terms and conditions
21 Excel Spreadsheet- need to completeSupplier name Supplier Order No Manufacturer/Product Code/Flavors Unit Price Supplier Pack Per Case Show excel example
22 Nutrient Analysis and Ingredients LabelRequired for all food items Include ingredients, nutrient analysis If CN label- include this If claim for components like fruit, vegetables, meat /meat alternate or grain must have a Product Formulation Statement – PFS- sample of PFS Product code number- must match code on excel sheet.
23 Product Codes- Supplier Part NumbersFrom the manufacturer = product code From the bidder= supplier part number
24 Examples of parts of bidSpecifications/Addresses/Excel Spreadsheet
25 “There are some things far more frightening then bids”Our times have changed, school food service is under increased regulations and Auditing. We are required to track and provide the information to the foods we are purchasing. As our partners it is necessary to have all the information provided so the members of the LIFOOD COOP can make the best decision based on the information provided. Its not some of the time- its all of the time. Thank you for joining us.
26 Questions and Answers Suggestions Thank youQ & A Questions and Answers Suggestions Thank you
27 Thank You for coming!