Procurement Tools & Resources

Tools

Category Name Type Description
Fiscal, Food Cost Food Cost Projection Worksheet Excel This worksheet projects food cost based on average cost per meal type, which can be derived either from software or manually using a workbook like our Simple Menu Cost Worksheet.
Fiscal, Food Cost Simple Menu Cost Worksheet Excel This worksheet is a simple approach to deriving average costs per meal. With a vendor's order guide data, you should be able to estimate your average cost per meal.
Menu Planning, Cycles Cycle Planning Workbook Excel

This workbook lays out a menu plan in cycles and applies it across the entire year to identify item frequency. Is there a closure or holiday hitting a cycle too many times? Is it affecting a popular item?

Menu Planning, Forecasting Menu Forecast Worksheet Excel Due to the extremely early lead times that school food service procurement faces, forecasting realistic volume of key ingredients, including USDA allocations, is a challenge. This example shows how a district can forecast using their cycle menu, frequency of the item, and projected ADP to prepare realistic volume for main course ingredients.
Procurement Tools Sample Vendor Velocity data worksheet Excel

Vendor velocity reports (which detail what you're purchasing) are valuable tools that can inform other processes. If your vendor is not providing a report similar to this to you monthly (in excel), request it!

Resources

Source Name Description
Boulder Valley School District Local Wellness Policy This example of BVSD's Wellness Policy models how the food service department guides procurement by defining food standards as part of district policy.
Boulder Valley School District  Menu Calendar with Illustrations, 2018-2019  Boulder creates a unique school-year calendar each year with student artwork using sponsor funds. This is only possible because they plan their menus for the whole year - a benefit to fiscal and procurement planning.
Boulder Valley School District Produce RFP, 2015-2016 This RFP is an excellent example for language to include in an RFP when a district is seeking a produce distributor who will actively partner in the district quest for local and regional product, reducing packaging waste and providing full origin transparency of farmers and sources of crops provided to the district.
Boulder Valley School District Farm to School Manual This manual includes a section that details how BVSD selects, plans, and communicates with local farmers for procurement of local foods.
Environmental Working Group Meat Eaters Guide This website provides definitions and terms to help guide us through the often vague labeling that we encounter when trying to determine the origin and type of production a particular product is tied to.
Institute for Agriculture and Trade Policy Frozen Local: Strategies for Freezing Locally Grown Produce for the K-12 Marketplace, 2012 In this report, IATP explores several potential avenues for freezing locally and regionally grown produce on a small to medium scale for the K-12 marketplace.
     
     
     
Minneapolis Public Schools Culinary and Nutrition Department MPS Nutrition Parameters This document provides the mission of MPS program. It also explains the rationale and parameters for their procurement. It provides specific additives, processing, and food production methods that will not be considered when selecting products. Potential vendors, producers, and manufacturers are given this document upfront to increase transparency and efficiency in interfacing.
Minneapolis Public Schools Culinary and Nutrition Department MPS Farm to School Toolkit This toolkit is designed to describe MPS’ farm to school program and share the many useful tools, resources and documents that have been developed since its inception. Readers will get an overview of how MPS purchases and serves fresh produce from small and mid-sized, sustainable farmers in the region.
Institute of Child Nutrition Procurement in the 21st Century, 2015 This comprehensive guide covers the A to Z of school food procurement including glossary, regulation requirements, sample documents, and more.
     
     
     
     
CommodityFoods.org American Commodity Distribution Association’s School Recipient Agency Processing Handbook (ACDA RA Handbook)  The most widely used handbook for school districts with regard to the overall understanding and handling of USDA Foods 
USDA Recipe Analysis Worksheet (RAW) This worksheet is a tool to help you determine your recipe's expected meal pattern contributions. 
USDA Procuring Local Foods for Child Nutrition Programs, 2015 This comprehensive guide, prepared by USDA's Farm to School division, covers the ins, outs, how-tos, FAQs, and best practices along with examples for local procurement in schools.
USDA School Food Purchase Study - iii, 2012 This is the third study that provides national estimates of the type, quantity, dollar value, and unit price of food acquisitions by public school districts participating in the National School Lunch Program (NSLP) and School Breakfast Program (SBP). The study examines the overall changes in the composition of the entire school food market basket, including foods purchased for a la carte sales and the relative importance of donated USDA Foods. It also provides insight into the relationship between district characteristics, purchasing practices, and food costs.
USDA  Farm to School Census The information provided by the USDA F2S Census conducted in 2015 provides a wealth of data that you can use to help inform and expand your own local procurement goals. It includes an interactive "Explorer" tool as well as exportable Excel files of the complete datasets.

 

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