Food purchasing for child care

Menus help you− create a grocery list, − estimate the amount of food to purchase, − purchase food, − receive and store food, and − prepare meals... Lesson Objectives• State the benefits

Food Purchasing for Child Care

National Food Service Management Institute

The University of Mississippi

www.nfsmi.org 800-321-3054

Food Purchasing for Child Care provides good practices for purchasing foods…

Planning, purchasing, and serving healthful foods helps to ensure

children start out on the right path…

Food Purchasing Goals

All food should be

• safe,

• nutritious and appealing,

• high in quality, and

• cost-efficient.

Six Step Process

1 Plan the menu

2 Create a grocery list

3 Estimate the amount to purchase

4 Purchase food

5 Receive and store food

6 Prepare meals

The Note Pages are designed for documenting useful information…

Lesson 1:

Working With the Menu

Lesson 1:

Working With the Menu

Menus help you

− create a grocery list,

− estimate the amount of food to

purchase,

− purchase food,

− receive and store food, and

− prepare meals.

Lesson Objectives

• State the benefits of using cycle menus

• Identify strategies for planning

nutritious and appealing meals

• State the benefits of reviewing menus

prior to purchasing foods

Cycle Menus

• Series of planned menus

• A different menu is served each day

• After the cycle is complete, the menus

are repeated

Advantages of Using Cycle Menus

• Cycle menus save time.

• Cycle menus allow flexibility

• Cycle menus make food shopping

easier.

Menu Planning Process

• Always plan menus before purchasing food

• Meet the CACFP Meal Pattern requirements

• Select the main dish first

• Add the remaining food components

Planning Nutritious Meals

• Serve a variety of foods

• Ensure foods are not repeated more than

once a week

• Increase fiber

• Limit the number of fried and high-fat foods

Planning Nutritious Meals

(cont.)

• Limit sweetened foods

• Serve fewer high-salt (sodium foods)

• Include foods that provide vitamin A & C

• Include iron-rich foods

Planning Appealing Meals

• Include different shapes, colors,

textures, & tastes

• Incorporate herbs and spices

• Think about culture

• Plan new foods with familiar favorites

Question?

Did you know children under the age of four, pose the highest risk for choking?

Age 4 and Under

• Higher risk for choking

• Tend to explore using the mouth

• Developing new skills i.e chewing

Lesson Recap

• Planning menus is the first step

• Benefits of cycle menus

• Ensure menus are

Questions?

Lesson 2:

Creating Grocery Lists

Lesson Objectives

• Explain how to generate a grocery list, distinguishing between stock items and menu-driven items

• Outline factors to consider when

purchasing foods

Tools and Grocery Lists

• Menus

• Standardized Recipes

• Food Inventory

• Availability of Products

Stock Items

• Known as staples or standard inventory items

• Have a pre-determined quantity

• Kept on hand at all times

• Purchase foods based on the inventory

Stock Item Foods

• Generally used each week

• Non-perishable

• Inexpensive to safely maintain

Menu-Driven Items

• Known as menu items

• Generally expensive

• Perishable

• May take up too much space

• Purchased only when listed on the menu

It’s important to only purchase the

Using Tools to Plan Grocery Lists

• Saves time and money

• Helps meet the program requirements

Product Availability

• Are the foods available for purchase?

• Are the foods within budget or too

expensive?

Determine How Often to Purchase

• No set rules

• Start with a one-week grocery list

• Identify the best method for meeting the programs needs

Lesson Recap

Planning Grocery Lists

• Tools – maintaining an inventory

• Stock items and menu-driven items

• Descriptive and thorough

Questions?

Lesson 3:

Estimating Quantities

Lesson Objectives

• Identify key factors for estimating quantities

when planning to purchase food.

• Calculate the quantity of each food item

when planning to purchase food.

• Determine the most cost-efficient size of

each food item to purchase when planning

to purchase food.

Factors to Consider When Estimating Quantities

• Program’s enrollment

• CACFP Meal Patterns requirements

• Yields in the Food Buying Guide For Child

Nutrition Programs

• Storage capacity of the child care facility

Program’s Enrollment/Attendance

• Use enrollment and attendance records to determine the average attendance for

each meal

− Promotes cost-efficient purchases

− Limits overspending and waste

CACFP Meal Patterns

• List the minimum serving size for each age group

• Minimum serving sizes varies based on age and meal

Caregivers and Meals

• Plan for adults and children to eat meals family style

• Use the CACFP Meal Pattern

requirements for the oldest age group

served

Food Buying Guide for Child

Nutrition Programs (FBG) is

designed to help take the guesswork out

of how much to buy to meet the program’s needs…

FBG Column 1

• Lists Food as Purchase, or AP

• Specific characteristics of the product

−Fresh or frozen

−Chopped or diced

−Cooked or raw

FBG Column 3

• Lists Servings per Purchase Unit, EP

• EP stands for edible portion

− Smaller than AP portion

− Makes it easier to determine how much food to

purchase

FBG Columns 5 & 6

• Column 5 lists the number of purchases unit for 100 servings

− Most appropriate for large child care centers

• Column 6 lists additional information

Convert to Calculate Method Is

designed to convert multiple serving sizes

to one single size…

Convert to Calculate Method Steps

1 Identify the age groups and the projected total

servings.

2 Identify the serving size needed and convert fractions

into decimal numbers.

3 Multiply the projected servings by the serving sizes

4 Calculate the number of servings to meet the Serving

Size per Meal Contribution

5 Calculate the total amount to purchase

Calculating Food Quantities

Step 1: Identify the age groups and the projected total servings.

1-2 Years

3-5 Years

Caregivers

20 13 7

Step 2: Identify the serving size

needed and convert fractions into decimal numbers.

Step 3: Multiple the projected servings

by the serving size, then total the age groups.

Formula:

Projected total servings

x Serving size needed

= Total Projected Quantity

Step 3: Review Answers

Age Groups Projected

Servings x Serving Size(CACFP Meal

Pattern)

= Total

Projected Quantity

1-2 Years 20 x ¼ or 0.25

cup

= 3-5 Years 13 x ½ or 0.5 cup =

Caregivers 7 x ½ or 0.5 cup =

5 cups 6.5 cups

3.5 cups

Total: 15 Cups

Step 4: Calculate the Total Number

of Servings to Meet the Serving

Size per Meal Contribution

• Fruits and vegetables are in ¼ cup

servings

• Convert cups into a single serving size

Calculating Total Servings

Step 4: Calculate the number servings to meet

the serving size per meal contribution.

Step 5: Calculate the Total Purchase Amount

• AP Weight is the total amount of product purchased

− 5 lbs of fresh untrimmed, romaine lettuce

• EP weight is the total amount after the

food as been altered from original state

− Removing outer leaves from romaine lettuce

Calculating Total Purchase Amount

Step 5: Calculate the Total Purchase Amount.

Total

Servings ÷ Purchase Unit, (EP) Servings Per

& Purchase Unit

Purchase Amount

pounds

When calculating quantities , Round

UP to the nearest purchasing unit…

Calculating Ounces

• Skip Step 4: Calculate the number

servings to meet the Serving Size per Meal Contribution

• There are no additional conversions for ounces

Food Buying Guide Calculator

• Calculate the total amount to purchase

• Includes yield data for over 1,200 items

• Servings range from 1 to 5,000

• Print or Email list

Determine which size is the most

Canned Goods

Canned Vegetables

• Large centers

− 106 ounces – No 10 can

• Family child care homes or smaller centers

− 15 ¼ ounces – No 300 can

− 28 ounces – No 2 ½ can

Calculating the Extended Price

Formula:

Total Needed

XPrice Per Item

=Extended Price

Lesson Recap

• Factors for estimating quantities

• Identified methods for

− calculating food quantities

− determining the most cost-efficient sizes

Questions?

Lesson 4:

Following the Rules

Lesson Objectives

• Explain where to find the laws,

regulations, policies, and procedures

• Describe a practical application for Federal purchasing principles

Laws, Regulations, Policies, and Procedures

Where to Find the Regulations

• Code of Federal Regulations

−7 CFR part 3019 – private, non-profit

independent centers

−7 CFR part 3016 – public independent

centers

−7 CFR 226.22 – institutions

National Disqualified List

A list of individuals, terminated and disqualified from participating in the CACFP

Federal Principles: Written

Written Standard of Conduct (WSC)

• Describes the expected ethical behaviors during the food purchasing process

• Must address

−Less-than-arm’s length arrangements

−Acceptance of gifts and gratuities

−Consequence of failing to comply

WSC and Child Care Providers

Federal Principles: Written

Purchasing Procedures

The child care program should have written purchasing procedures

Written Purchasing Procedures

• Outlines steps for completing food purchases

• Promotes

−good decisions

−time efficiency

−cost-efficient purchases

Written Purchasing Procedures Action Steps

• Specific, with actionable steps

• Based on the need of the program

Federal Principles: Free and Open Competition

Purchasing transactions should be

conducted in a manner to provide free and open competition

Free and Open Competition

All food vendors have the same opportunity to compete and earn your business…

Free and Open Competition (cont.)

• Free from

−Conflict of interest

−Noncompetitive practices

−Unrealistic requirements

−Unnecessary experience and bonding requirements

−Other arbitrary actions

CACFP Institutions and Facilities

• Institutions – public, private, nonprofit sponsoring

organizations, & eligible child and adult care

centers

• Facilities - day care (family child care) homes,

affiliated centers, or unaffiliated centers with an agreement with a sponsoring organization

Federal Principles: Small Business, Minority-Owned, and Women

Child care programs shall ensure that small businesses, minority-owned firms, and

women-owned businesses have an

opportunity to compete for their business

Small, Minority, and Women-Owned Businesses

• Meet special or unique needs

−Bread store

−Produce dealer

−Local meat market butcher

• Offer harder to find items

Federal Principles: Purchasing Methods

Purchases shall be made by one of the following methods: informal or formal

Informal Purchase Method

• Informal procurement methods & small purchase method

−Simple and informal

• Minimum of three quotes

• Small purchase threshold $150,000

Informal Procurement Process

• Typical five steps

−Draft specification

−Identify vendor sources

−Obtain three bids

−Evaluate the bids

−Select vendor

Formal Purchase Methods

Formal Procurement Process

• Typical four steps

−Draft specification

−Announce IFB or RFP

−Evaluate quote

−Select vendor

Geographic Preference Rule

• Promotes the purchase of locally grown and locally raised products

−Provide extra points for local products

−Allow higher cost for local products

Federal Principles: Debarred or

Suspended

A child care program should not knowingly

do business with a company that is

debarred or suspended

Identifying Debarred or Suspended Companies

• Excluded Parties Listing System

−www.epls.gov

• Require a written statement from vendors

Federal Principles: Purchasing

Records

Purchasing records should be kept for the appropriate time

Food Purchasing Records Answer

• Why the purchase was necessary?

• Which method of purchase was selected and why?

• What vendor was selected and why?

• What was the basis for the price paid?

Maintain Documentation for a

minimum of three years, plus the current fiscal year…

Questions?

Lesson 5:

Understanding Ethics

• Moral standards individuals use to guide decisions

• A serious topic that deals with

− What is good or bad and

− Moral duty and obligation.

Standard of Conduct

• Expected behaviors of employees

• Outlines the commitment to using Federal dollars

− Fair and honest manner

Consequences of Unethical Practices

• Damage reputation

• Termination from the CACFP

• Legal troubles, possible prosecution

Is It Ethically Based?

Making Ethical-Based Decisions

What are other potential conflicts of interest

or unethical behaviors that could be a

concern in a child care operation?

Lesson Recap

Understanding and applying ethics during all food purchasing procedures…

Questions?

Lesson 6:

Vendor Choices

• Identify vendor types and explain the

advantages and disadvantages

• Identify methods food vendors

Market Area Analysis

• Identify your choices

• Best food at the best price

• Availability in the community

• Maintain vendor profiles

Available Vendor Choices

Specialty Stores

• Sale unique items

− Normally not available in other retail

establishments

• Characteristics include

− Originality

− Authenticity

Advantages of Specialty Stores

• Offers a specific type of food

• Purchases are based on your needs

• Locally grown or culturally relevant

• Special prices for certain products

Disadvantages of Specialty Stores

• Can be more expensive

• Limited selection of food

• Extend shopping time due to multiple

stops

Local Grocery Stores

• A retail store that sells food and other

non-food items

• Vary in size and store format

Advantages of Local Grocery

Stores

• Offer fresh, frozen, and canned foods

• Locally owned

• Offer small quantities

• Special orders for food not normally

stocked

Disadvantages of Local Grocery

Stores

• Limited variety of food

• Prices

• May require menu adjustments

• CN labeled food generally not available

• Limited hours

• Very similar to local grocery stores

• Offer a larger variety

• Generally chain retail stores

Advantages of Supermarkets

• Often sell commercially packed foods

− No.10 cans

• Tend to have lower prices

• May offer promotions and coupons

• Convenient hours

Wholesale Clubs

• Offers large, wholesale quantities

• Appeal to bargain hunters and small

business owners

Advantages of Wholesale Clubs

• Offer retail and wholesale package sizes

• Generally offer online and phone

purchases

• Offer food for low prices

Disadvantages of Wholesale Clubs

• May require membership and fees

Institutional Jobbers

• Independent contractors

• Purchase food from a wholesale vendor

• Sell food from a truck

Advantages of Institutional Jobbers

• Delivers food upon request

• Sell both retail and wholesale package

sizes

Disadvantages of Institutional

Jobbers

• Require payment upon delivery

• Limited selection of food

• Food items may have expired dates

Institutional Distributors

• Commercial wholesale food companies

• Purchase, receive, and/or store

commercial food products

• Offer name brand and generic brand

• Nutritional and allergy information

• Phone and internet orders

Disadvantages of Institutional

Distributors

Most Ideal Vendors

Finding Vendors

• Ask those in the community

− Child care facilities

− Schools

− Restaurants

− Hospitals

Contact your local and state agency for finding vendors…

Farm to School Census

• Schools participating in farm to school

activities

• National and local statistics

• Information on locally grown foods

Department of Agriculture

• List of local farmers

• Farmers’ markets

• Regulations