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THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK / ALBANY, NY 12234

Office of P-20 Education Policy
Child Nutrition Program Administration
89 Washington Avenue, Room 375 EBA, Albany, NY 12234
Phone: (518) 473-8781 Fax: (518) 473-0018

To: 
School Food Service Directors/Managers
From: 
Child Nutrition Program Administration
Date: 
Friday, July 2, 2021
Subject: 
Options and Flexibilities in Response to Supply Chain Issues
The Child Nutrition Program Office is aware that School Food Authorities (SFAs) may be experiencing challenges regarding procuring distributors and receiving bid responses in preparation for the 2021-2022 school year, and that this causes great concern about the ability to acquire needed items.

This guidance outlines options available to SFAs encountering these difficulties.

Emergency Noncompetitive Procurements

SFAs may use the regulatory authority found in federal procurement regulations at 2 CFR 200.320(c)(3), which allows operators to use the emergency noncompetitive proposal procurement method to procure food and supplies and to negotiate a new one-year contract for school year 2021-2022 when competition is deemed inadequate or impossible due to public exigency or emergency.

SFAs may utilize this provision if they determine that current emergency circumstances exist. When there are supply chain disruptions from school closures or other COVID-19 impacts, this provision in federal regulations allows SFAs to use a noncompetitive solicitation, from one or more sources, to ensure students continue to receive meals.

Office of General Services (OGS) Centralized Contracts

Consistent with federal procurement regulations at 2 CFR 200.320, SFAs must use the appropriate procurement method to solicit for bids or obtain price quotes. SFAs may consider prices in an OGS centralized contract as one price source. However, if the SFA’s solicitation does not result in obtaining bids or price quotes, the SFA may purchase from the OGS centralized contract. SFAs must maintain documentation of their required solicitation to obtain bids/prices.

Meal Pattern Waiver

USDA has provided the Nationwide Waiver to Allow Specific School Meal Pattern Flexibility for the 2021-2022 school year. The flexibilities outlined in this waiver are available for SFAs operating the National School Lunch Program/School Breakfast Program or electing the Seamless Summer Option during the 2021-2022 school year and are meant to be used in circumstances when it is not possible for the SFA to meet meal pattern requirements. If supply chain issues cause an inability to meet specific aspects of the required meal pattern, this waiver may be allowed to waive the following requirements:
  1. the dietary Specification for Sodium;
  2. that all grains offered must be whole-grain rich;
  3. that for pre-schoolers, at least one serving per day, across all eating occasions, must be whole grain-rich;
  4. to offer a variety of vegetables from the vegetable subgroups;
  5. to offer a variety (at least two different options) of fluid milk;
  6. that low-fat milk must be unflavored; and
  7. to plan menus and offer food components for specified age/grade groups.
To utilize this waiver, SFAs must elect the waiver on the Child Nutrition Management System, provide a targeted and justified explanation of the use of the waiver and must receive prior approval.

Small Purchases and Micro-Purchases

When the value of the purchase is estimated at less than or equal to the small purchase threshold, informal procurement methods may be followed. Since thresholds are established at the federal, State, and local levels, it is important that SFAs always use the most restrictive threshold in determining a procurement method.

SFAs may utilize the small purchase and the micro-purchase methods of procurement throughout the school year when needed, as appropriate. These methods can be used to make informal purchases from vendors or may be used if secondary purchases are needed for items not included or bid on through formal procurement methods.

Additional information on the methods of procurement can be found here: Guidance on Procurement Methods: Thresholds UPDATED.

Group Procurement

Small and rural districts may be especially impacted by supply chain issues. Multiple SFAs may collectively procure to increase their purchasing power. This can be done through cooperatives or other group procurement methods. Refer to USDA memorandum SP-05-2017 Q&A: Purchasing Goods and Services Using Cooperative Agreements, Agents, and Third-Party Services for more information.

Other Options

Depending on the severity of supply chain issues and the individual circumstances of the SFA, working with SFA administration and/or counsel may be beneficial.

Please contact your Child Nutrition Program Representative for specific questions or concerns regarding situations of supply chain issues and resolve. As a reminder, Buy American requirements remain applicable to all purchases pertaining to Child Nutrition Program meals and SFAs are required to maintain documentation of all procurement.

USDA Nondiscrimination Statement

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. 

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339.  Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: https://www.usda.gov/oascr/how-to-file-a-program-discrimination-complaint, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:

(1)     mail: U.S. Department of Agriculture
         Office of the Assistant Secretary for Civil Rights
         1400 Independence Avenue, SW
         Washington, D.C. 20250-9410;

(2)     fax: (202) 690-7442; or

(3)     email: program.intake@usda.gov.

This institution is an equal opportunity provider.

 

Click here for Nondiscrimination Statement translations.

Los demás programas de asistencia nutricional del FNS, las agencias estatales y locales, y sus beneficiarios secundarios, deben publicar el siguiente Aviso de No Discriminación:

De conformidad con la Ley Federal de Derechos Civiles y los reglamentos y políticas de derechos civiles del Departamento de Agricultura de los EE. UU. (USDA, por sus siglas en ingles), se prohíbe que el USDA, sus agencias, oficinas, empleados e instituciones que participan o administran programas del USDA discriminen sobre la base de raza, color, nacionalidad, sexo, discapacidad, edad, o en represalia o venganza por actividades previas de derechos civiles en algún programa o actividad realizados o financiados por el USDA.

Las personas con discapacidades que necesiten medios alternativos para la comunicación de la información del programa (por ejemplo, sistema Braille, letras grandes, cintas de audio, lenguaje de seas americano, etc.), deben ponerse en contacto con la agencia (estatal o local) en la que solicitaron los beneficios. Las personas sordas, con dificultades de audición o discapacidades del habla pueden comunicarse con el USDA por medio del Federal Relay Service [Servicio Federal de Retransmisión] al (800) 877-8339. Además, la información del programa se puede proporcionar en otros idiomas.

Para presentar una denuncia de discriminación, complete el Formulario de Denuncia de Discriminación del Programa del USDA, (AD-3027) que está disponible en linea en: http://www.ocio.usda.gov/sites/default/files/docs/2012/Spanish_Form_508_Compliant_6_8_12_0.pdf. y en cualquier oficina del USDA, o bien escriba una carta dirigida al USDA e incluya en la carta toda la información solicitada en el formulario. Para solicitar una copia del formulario de denuncia, llame al (866) 632-9992. Haga llegar su formulario lleno o carta al USDA por:

(1)     correo: U.S. Department of Agriculture
         Office of the Assistant Secretary for Civil Rights
         1400 Independence Avenue, SW
         Washington, D.C. 20250-9410;

(2)     fax: (202) 690-7442; o

(3)     correo electrónicoprogram.intake@usda.gov.

Esta institución es un proveedor que ofrece igualdad de oportunidades.

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