Procurement is defined as a multistep process for obtaining goods and services at the lowest possible price. The steps in this process include planning, writing specifications, announcing/advertising the procurement, awarding a contract, and managing the contract. Procurement Standards for the School Nutrition Programs (SNPs) are located in 2 CFR, sections 200.318–200.326 and 7 CFR, parts 210, 225, 226, and 250 (as applicable). At a minimum, the regulations require participating districts and agencies to:
Conduct procurements in a manner that promotes full and open competition
Develop and maintain a written standard (or code) of conduct that covers conflicts of interest, including organizational conflicts of interest, and governs the performance of employees engaged in the selection, award, and administration of contracts
Develop and maintain written procurement procedures designed to avoid the acquisition of unnecessary or duplicative items
Procurement Guidance and Procedures
USDA regulations define capital equipment as any item of non-expendable equipment with a useful life of a year or longer and a cost which equals or exceeds the Federal per-unit capitalization threshold of $5,000 or a lower threshold set by State or local level regulations. 2 CFR Part 225 (Cost Principles for State, Local, and Indian Tribal Governments), Appendix B, section 15 (Equipment and other capital expenditures) require a School Food Authority (SFA) to obtain the prior written approval of its State Agency before incurring the cost of a capital expenditure. On June 2, 2016, USDA Food and Nutrition Services (FNS) issued Memo SP 39-2016 “State Agency Prior Approval Process for School Food Authority (SFA) Equipment Purchases” allowing state agencies the option “to develop a list and criteria for capital assets typically purchased by SFAs.”
The following list from the Georgia Department of Education School Nutrition Division (GaDOE SND) includes capital equipment that does not require pre-approval from GaDOE SND before purchase. For any capital equipment NOT addressed or included on the pre-approved equipment list, please contact the GaDOE SND Procurement Team before purchasing.
The USDA considers that the pre-approval of specific pieces of capital equipment provides reasonable assurance that the equipment’s acquisition cost is necessary for program purposes, it is necessary for program operations, and the SFA’s nonprofit School Nutrition account can absorb the cost. Pre-approval needs to be on a piece by piece basis. For capital equipment purchases requiring State approval, the SFA will need to complete the Capital Expenditures Pre-Approval Request Form and submit to the GaDOE SND Procurement Team for review.
Equipment approval form
Pre-approved equipment list
Procuring an FSMC (Food Service Management Company)
Procuring Local Foods
USDA Local Procurement Guidance and Resources
Forms, Templates and Examples
Buy American Justification form
Georgia Procurement Registry
How to Post on the Registry
The Procurement Team is excited to announce a series of quarterly Procurement Connections that will be hosted by GaDOE Procurement Specialists,
. This meeting series is intended to offer direct support to our districts through conversations around current procurement strategies that will lead to a successful program.
Find all available Procurement Connections recordings, as well as any Procurement related training, on the Procurement tab of our Training Catalog.