Child Nutrition Program Procurement Guidelines in Oregon

Request for Proposals Procurement Method Procurement in Child Nutrition Programs 2 CFR 200.320(b)(2) Oregon Department of Education Child Nutrition Program 1

Method of Procurement to be Followed The Program Sponsor must have and use its own Documented Procurement Procedures. Procedures must be consistent with the standards outlined in: 2 CFR 200.318 through 200.327; Applicable program regulations; and State, local, or tribal laws or regulations. Oregon Department of Education 2

Fragmentation A Program Sponsor may not artificially divide or fragment a procurement so as to constitute a less restrictive procurement method. Oregon Department of Education 3

Simplified Acquisition Threshold The Program Sponsor is responsible for determining and documenting an appropriate simplified acquisition threshold based on internal controls, an evaluation of risk, and its documented procurement procedures. The simplified acquisition threshold used by the Program Sponsor must be authorized or not prohibited under State, local, or tribal laws or regulations. Federal simplified acquisition threshold is $250,000.00 State of Oregon simplified acquisition threshold is $250,000.00 Oregon Department of Education 4

Specification Incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. The description may include a statement of the qualitative nature of the material, product or service to be procured and, when necessary. Must set forth those minimum essential characteristics and standards to which it must conform if it is to satisfy its intended use. Identify all requirements which the offerors must fulfill and all other factors to be used in evaluating proposals. Oregon Department of Education 5

Conditions A complete, adequate, and realistic specification or purchase description is available. Two or more qualified sources are willing and able to compete effectively for the business. The procurement lends itself to a firm fixed price or cost reimbursable contract. Generally used when conditions are not appropriate for the use of sealed bids. Oregon Department of Education 6

Requirements Request for Proposals must be publicly advertised for a minimum of 30 days. Must define the items or services in order for the proposer to properly respond. Proposals will be scored in accordance with the written method for conducting technical evaluations of the proposals received and making selections. A fixed price or cost reimbursable contract award will be made in writing to the responsible offeror whose proposal is most advantageous to the Program Sponsor, with price and other factors considered. Oregon Department of Education 7

Request for Proposals Method Oregon Department of Education Child Nutrition Program 8

Summary of the Request for Proposal Request for Proposals must be publicly advertised. A complete, adequate, and realistic specification or purchase description must be provided. Two or more responsible proposers are willing and able to compete effectively for the business. All proposals will be evaluated in accordance with the written method for conducting technical evaluations of the proposals received and making selections. The procurement lends itself to a fixed price or cost reimbursable contract. Oregon Department of Education Child Nutrition Program 9

Questions Oregon Department of Education Child Nutrition Program 10

References 2 CFR 200.319(d) 2 CFR 200.320(b)(2) ORS 279B.060 OAR 137-047-0260 Oregon Department of Education Child Nutrition Program Procurement Resources Oregon Department of Education Child Nutrition Program 11

Non Discrimination Statement In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity. Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA's TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339. To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/ad-3027.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant's name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by: mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; or fax: (833) 256-1665 or (202) 690-7442; or email: Program.Intake@usda.gov, This institution is an equal opportunity provider 12