You are on page 1of 6

CCCChildcareProcurementPolicy

Incompliancewiththeregulations226.22oftheChildandAdultFoodServiceProgram
(CACFP)whenpurchasingfood,supplies,equipment,facilities,andservices,itisthe
officialProcurementPolicyofCCCChildCareIncthat:

1. Officers,employeesoragentsofthisorganizationshallnotsolicitnoracceptgratuities,
favors,oranythingwhichbenefitsthemfinanciallyorinanyotherwayfromcurrentor
potentialvendorsorcontractors.Failuretocomplywiththisprohibitionwillresultin
disciplinaryactionwhichcouldresultinsuspensionorterminationoftheofficer,
employeeoragent.

2. AllprocurementactionsundertakenonbehalfofCCCChildCareIncbyits
officers,employeesoragents,whethernegotiatedoradvertisedandregardlessofdollar
value,mustbeconductedinamannerprovidingmaximumopenandfreecompetition.

3. Officers,employeesoragentsofthisorganizationshallnotparticipateintheselection
ofavendororcontractswherethereisanapparentorrealconflictofinterestwhichmight
include,butisnotlimitedto,conflictsofnepotism,politicalparticipationorbribery.

4. RecognizingthatthemetricsystemisthepreferredmeasurementsystemforU.S.trade
andcommerce,itwillbeusedintheagency'sprocurements,programsandother
businessrelatedactivitiesasisreasonable.

5. Tothegreatestextentpracticable,allequipmentandproductspurchasedwithprogram
fundsshouldbeAmericanMade.

6. Keepinginmindtheneedtoconductbusinessprudentlyandatreasonablecost,
positiveeffortswillbemadetouselocal,small,minorityownedandwomen'sbusiness
enterprises,iftheircostsarereasonableandtheirservicescompetitive.

7. Preferencewillbegiveninprocurementtothepurchaseofspecificproductscontaining
recycledmaterialsidentifiedinguidelinesdevelopedbytheEPA(40CFRparts247
254).

8. Contractswillnotbeenteredintowheresuppliersuseacostpluspercentageofcost
costingmethod.

NOTES:

InthecaseofFoodServices,CACFPstandardscallforaninformalprocurement
processforallgoodsunder$150,000.Underthisstandardevensmallprocurementsmust
maintaindocumentationof3competitivepricequotes.AseparateCACFPProcurement
Policyisattachedandprovidesdetails.

Anyconstruction,renovationorrepairofaCCCChildCareIncfacilitywherethe
contractisexpectedtoexceed$2000mustbereviewedandmonitoredbytheCEOfor
programprocurementcompliance.

Whenleaseandpurchasealternativesareavailableananalysisshouldbemadebythe
CEOtodeterminewhichwouldbethemosteconomicalandpractical.Thisanalysisis
mandatoryforfacilities,vehicles,andofficeequipment.

Purchasesunder$5,000

1. Inmostcases,forpurchasesunder$5,000,thePurchasingEntityisresponsiblefor
ensuringitemsorderedprovidethebestqualityandcostavailabletotheAgency.Vendors
forconsumablesuppliesthatareusedmostfrequentlyarepreapprovedannuallyand
purchasedinbulk.

PURCHASESOFFIXEDASSETSORSERVICEABOVE$4,999

1. Procurementactionswherecostsareexpectedtoexceed$4,999shallnormallybe
conductedthroughaprocessofcompetitivebidding.Itemsshallbeprocuredfromthe
bidderwhoprovidesthebestvaluetotheAgencybasedonqualityandotherfactors.This
maybedonethrough:

1. anadvertisedopenprocess;

2. arequestforproposalstoselectedcontractorsbasedonreputation,
referenceorlocation;or

3. adocumentedcomparativeanalysisofvendorsandprices.

2. Solesourceprocurementsmaybeallowedininstanceswhere:

1. Onlyonesourceisavailableinourarea;

2. Anorganizationorcontractorshasauniqueskillorspecialtythatis
directlyapplicableandcustomizedtoourneedsandhencetheselectionof
analternativesourceistimeconsumingandcostly;or
3. Anemergencyarisesthatrequirestheuseofacontractororrepairservice
forwhichthereislittleornotimetocomparealternatives.

4. Thereasonforsolesourceprocurementmustbeclearlydocumentedprior
toapproval.

3. Solicitationsforgoodsandservicesshouldinclude:

1. Aclearandaccuratedescriptionofthetechnicalrequirementsforthe
material,productorservicetobeprocured.Incompetitiveprocurements
suchadescriptionshallnotcontainfeatureswhichundulyrestrict
competition.

2. Requirementswhichthebiddermustfulfill.

3. Factorstobeusedinevaluatingbidsorproposals.

4. Thespecificfeaturesof"brandnameorequal"descriptionsthatbidders
arerequiredtomeetwhensuchitemsareincludedinthesolicitation.

4. Contractsforprocurementshallbeawardedtothebidderwiththehighestratingbased
onprice,qualityandanyotherfactorsusedinthespecificsolicitation.

5. Allrequisitionsofitemsorservicesgreaterthan$4,999requiretwoapprovalsand
documentationofacomparativeanalysisofvendorsandpricesandtheotherfactorsused
toevaluatethepurchase.

FIXEDASSETFILES

1. FixedAssetfileswillbemaintainedintheCorporateOfficebytheEntitiyresponsible
forAccountsPayableandwillincludethefollowingdocumentation:

1. CopyoftheCheck.
2. CopyofapprovedPurchaseOrder.
3. Invoice
4. InventoryControlNumber.
5. CopyofContractorotherinformationpertainingtothepurchase.
6. RequestforBid(ifapplicable).
7. ResponsestoBidrequest(ifapplicable).
8. Basisforselectionofsupplier.

COMPLIANCEBYCONTRACTORSANDSUPPLIERS
1. TheCEO(ordesignee)isresponsibleforassuringthatcontractorsandsuppliers
complywiththeterms,conditionsandspecificationsofthecontractororder.
PRIORAPPROVALFORPURCHASESOVER$24,999

1. Ifnotincludedintheoriginalprogramproposal,priorwrittenapprovalfromtheCEO
mustbeobtainedbefore.

1. PurchasingCapitalEquipmentwhosecostisgreaterthan$24,999;
2. Completingalterationsandrenovationswhosecostisgreaterthan
$24,999.

PRIORAPPROVALFORDISPOSITIONOFEQUIPMENTOVER$4,999

1. PriorwrittenapprovalmustbeobtainedfromtheCorporateOfficebeforedisposingof
anyequipmentoriginallypurchasedwithfederalfundswhichhasacurrentunitfair
marketvalueofmorethan$4,999.

PROCUREMENTPLANCHILDNUTRITIONPROGRAM

1. AswithallCCCChildCareIncprocurements,FoodServicesprocurementsmust
adheretofreeandopencompetitionandtransparencyoftransactions.Source
documentationmustbeavailabletodetermineopencompetition,alongwiththe
reasonableness,allowabilityandallocationofcosts.

2. Informalprocurementprocedures(smallpurchase)willberequiredforpurchasesunder
$150,000.

3. Iftheamountofpurchasesismorethan$150,000formalprocurementprocedureswill
beusedasrequiredby7CFR3016.36.

4. SmallPurchaseProcedureswillbeusedtopurchasegoods,equipment,andservices
wheretheaggregatecostislessthan$150,000,includingfreshproduce.

1. Thegoods,equipment,orservicestobepurchasedwillbeadequatelyand
consistentlydescribedforeachprospectivesuppliersothateachonecan
providepricequotesonthesamemerchandiseorservice.These
specificationsmaybeeitherverbalorwritten.Bothmustbeinwritten
documentation.
2. Specifications/fooddescriptionsmustbesentbyfaxoremailor
communicatedbytelephoneorinpersontoatleastthree(3)vendors.
3. Responsesfromvendorscanbeineitherwrittenorverbalform.Verbal
quotesmustbedocumented.
4. PricequoteresponseswillberetainedbyCCCChildCareIncwithother
programdocumentationandrecordsforaperiodofthree(3)yearsafter
theendofthefiscalyeartowhichtheypertainoruntilthefindingsof
auditsareresolved.

5. Eachvendorwillbecontactedandgivenanopportunitytoprovideaquoteonthesame
specification.

6. TheNutritionDirectorisresponsibleforcontactingpotentialvendorswhenprice
quotesareneeded.

7. QuoteswillbereceivedandawardedbytheNutritionDirectorafterreviewbythe
CEO.Quotesawardedwillbetothelowestandbestquotebaseduponquality,service
availabilityandprice.

8. TheNutritionDirectorwillberesponsiblefordocumentationofrecordstoshow
selectionofvendor,reasonsforselection,namesofallvendorscontact,pricequotesfrom
eachvendor,andwrittenspecifications.

9. TheNutritionDirectorwillberesponsiblefordocumentationthattheactualproduct
specifiedisreceived.

10. Ifitisnecessarytomakeanemergencyprocurementtocontinueservice,thepurchase
shallbemade,alogofallsuchpurchasesshallbemaintained,andthefollowing
emergencyproceduresshallbefollowed.Allemergencyprocurementsshallbeapproved
bytheCEO.Ataminimum,thefollowingemergencyprocurementproceduresshallbe
documented:
1. Itemname
2. Dollaramount
3. Vendor,and
4. Reasonforemergency

CodeofConduct.

1. Thefollowingconductwillbeexpectedofallpersonswhoareengagedintheaward
andadministrationofcontractssupportedbyCACFPfunds.

1. Noemployee,officer,oragentofCCCChildCareIncshallparticipatein
selectionorintheawardoradministrationofacontractsupportedby
programfundsifaconflictofinterest,realorapparent,wouldbeinvolved.

2. Conflictsofinterestarisewhenoneofthefollowinghasafinancialorother
interestinthefirmselectedfortheaward.

1. Theemployee,officer,oragent
2. Anymemberofhis/herimmediatefamily
3. Hisorherpartner
4. Anorganizationwhichemploysorisabouttoemployoneofthe
above

2. CCCChildCareIncemployees,officers,oragentsshallneithersolicitnor
acceptgratuities,favors,oranythingofmaterial/monetaryvaluefrom
contractors,potentialcontractors,orpartiestosubagreements.

3. Thepurchaseduringtheworkdayofanyfoodorservicefromacontractorfor
individualuseisprohibited.

4. Theoutsidesaleofsuchitemsasusedoil,emptycans,andthelikewillbesold
bycontractbetweentheCCCChildCareIncandtheoutsideagency.
IndividualsalesbyanyCCCChildCareIncemployeetoanoutsideagencyor
anyotherCCCChildCareIncemployeesareprohibited.

5. Failureofanyemployeetoabidebytheabovestatedcodemayresultinafine,
suspensionorboth,ordismissal.ContacttheCEOatanytimeifinterpretation
ofthiscodeisnecessary.CCCChildCareIncwillnotberesponsibleforany
otherexplanationorinterpretationwhichanyonepresumestomakeonbehalfof
theBoard.

ChangesinthisProcurementPlanwillbemadeasconditionswarrantupontheapproval
ofCCCChildCareIncsBoardofDirectors.