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Procurement

​​​​​​​​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

Procurement Methods

Equipment

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 Program (GaDOE SNP) includes capital equipment that does not require pre-approval from GaDOE SNP before purchase. For any capital equipment NOT addressed or included on the pre-approved equipment list, please contact the GaDOE SNP 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 SNP Procurement Team for review.   

Equipment approval form

Pre-approved equipment list

Procuring an FSMC (Food Service Management Company)

Manual

Forms, Templates and Examples

Buy American

Buy American Justification form

Georgia Procurement Registry

How to Post on the Registry

Trainings

Go to the Training page to find a list of Procurement related training