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 your 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 come very close to your average cost per meal using this worksheet.
Menu Planning, Cycles Cycle Planning Workbook Excel This workbook is an example of laying out your menu plan in cycles and applying that to the entire year so you can identify what and how many times something is on the menu. Is there a closure or holiday hitting a cycle too many times? Is it affecting a popular item? Using a tool like this supports being proactive about menu development.
Menu Planning, Forecasting Menu Forecast Worksheet Excel Due to the extemely 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 you can use to 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, 2015-2016  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 yea--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.
Los Angeles Food Policy Council Good Food Procurement State and local food policy councils are active throughout the country and assist institutions and organizations in setting definitions for procurement. In LAUSD's case, they adopted language and key points from the food policy council's platform to use in their district policy.
Los Angeles Unified School District  Good Food Procurement Resolution This example from LAUSD's district policies models how a school district can define and guide the procurement of foods used in its school meal programs through policy development.
McDonald's McDonald’s Global Vision for Antimicrobial Stewardship in Food Animals, 2014 In 2014, McDonald’s assembled a team of experts to study, debate, and comment on antimicrobial use in food animals. These experts represented veterinarians, physicians, academicians, clinical pharmacologists, epidemiologists, ethicists, animal health and welfare experts and other food animal production experts, and developed recommendations for antimicrobial stewardship in food animals.
Minneapolis Public Schools Culinary and Nutrition Department MPS Nutrition Parameters 2014-2015 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.
ICN 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.
Pew Charitable Trust The Business of Broilers - The Hidden Costs of Putting a Broiler on Every Grill "From chicken breeding to grocery store packaging, the 21st-century broiler chicken business is the most industrialized sector in livestock." This report adds more depth to Pew's 2011 report, "Big Chicken" and offers recommendations to improve the sustainability of the industry, its producers, and our environment.  
School Food FOCUS-Pew Charitable Trust Certified Responsible Antibiotic Use Standard for Poultry (CRAU) The Certified Responsible Antibiotic Use Standard (CRAU) was developed to minimize the use of antibiotics in poultry production and offer schools a viable way to put poultry raised with responsible antibiotic use on the menu. This document provides excellent information for food procurement teams to understand the opportunity and benefits of purchasing chicken produced under this standard.
School Food FOCUS Commodity Foods in School Lunch, 2010 School Food FOCUS provides a detailed examination and critique of the USDA commodity food program in this excellent report.
School Food FOCUS Geographic Preference - A primer on purchasing fresh foods for schools, 2013 This excellent primer, prepared collaboratively by School Food FOCUS and Harrison Law Institute, is a comprehensive and detailed guide to use of geographic preference (GP) in district procurement. It offers "plain language" translation of regulation; details of how to comply with federal, state, and local law when using GP; and provides case studies and much more.
School Food FOCUS Learning Lab in St. Paul, MN: A Case Study of Procurement Change in Action, 2011 This case study features the exciting procurement work accomplished in 18 months in St. Paul Public Schools with the SFF Learning Lab.
School Food FOCUS National Procurement Initiative, 2014 This document provides details about the NPI, its vision, short- and long-term goals.
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 purchases 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 2011-12 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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