DIRECT DIVERSION PROCESSINGDetailed Training Session Wednesday October 1, 2008 1:00 to 3:30 pm
What is Direct Diversion? • Processing Option for WI schools • Bulk commodities committed by schools on annual order to chosen processors For example: Raw bulk chicken into chicken nuggets Raw coarse ground beef in cooked beef patties Bulk orange juice into 4-oz orange juice cups • Bulk commodities are ordered by DPI to be shipped directly from USDA to the processors. • Regardless of which processing option selected, brown box commodities are available to all schools placing an annual order.
The Benefits • Increase participation More variety School-specific products Consistent product (commodity & commercial) • Potential savings on storage costs
How Do Schools Commit Bulk Pounds? • During the Annual Order Period (January 15 to February 15) schools select the processing option of their choice. • The direct diversion processing survey lists all bulk commodities and participating processors.
THE STEPS • Processors • Products • Procurement • Agreements • Annual Order • Order End Products • Monitoring
PROCESSORS • Who are the eligible processors for Wisconsin? USDA approves multi-state processors on a national level. DPI uses the USDA approved list as a starting point for who is eligible to participate. Annually, all interested processors must complete an “Intent to Participate” form and return to DPI. A List of eligible processors is listed on the DPI website at the end of September of each year.
Products • What products are available for your program? 1) Processors’ Summary End Product Data Schedules 2) Annual Food Show
SEPDS A & B • SEPDS A is for all donated foods excluding Guaranteed Minimum Return. • Relevant columns: A, E, F and H • SEPDS B is for meat and poultry processed under Guaranteed Minimum Return. • Relevant columns: A, E, G, H
SEPDS • Please Note: The commodity values are updated annually by USDA. The new commodity values are released on November 15th for the following school year. Each processor must re-submit their SEPDS to USDA for approval after the release on November 15th. It takes some time for USDA to approve the SEPDS with the new prices. Therefore, the SEPDS may not be available for a few months after the release of the new prices. • The commodity value for the bulk commodity may increase or decrease. • Therefore, the amounts in Column H and Column I may be slightly different for the upcoming year.
Products • How many approximate servings per product do you need? Determine approximate usage by: Servings per day x number of days on menu: (100 students x 45 days = 4,500 total servings needed)
PROCUREMENT • Informal and formal procurement methods are established practices, appropriate for the acquisition, that are followed consistently. • Determine which method you must use.
Informal Procurement • Relatively simple and informal practices to acquire goods and services that cost less than the small purchase threshold ($100,000). • Small purchases are conducted using specific procedures that are not as rigorous as formal procedures, but STILL PROVIDE COMPETITION.
Informal Procurement • Splitting purchases into segments less than $100,000 does not permit school to use the informal purchase method (i.e., three purchases of $40,000 each which are paid for with non-profit program dollars). • Written price quotations are obtained from all applicable processors who are on the DPI “Eligible Processors” List.
Informal Procurement • Solicitation documents need not be complex but must provide sufficient information to permit an eligible processor to respond. • At a minimum, this must include: • A description of the products needed, including quantity. • The date by which the products must be provided. • Any other pertinent requirements.
Formal Procurement • Formal procurement methods are established procedures that must be followed when purchase is expected to equal or exceed the small purchase threshold ($100,000).
Formal Procurement Methods • Competitive Sealed Bidding • Competitive Proposals
Competitive Sealed Bidding • Invitation for Bid (IFB) • Most appropriate for processing • Must have a complete, adequate and realistic specification or purchase description • Firm fixed price contract and is awarded to the lowest priced responsible, responsive bidder • Formal advertising is required • All bids opened publicly on specified date
Competitive Proposals • Uses a Request for Proposal (RFP) • Firm fixed price or cost reimbursable contract is awarded to the responsible offeror, price and other terms • The response to a RFP consists of two distinct elements—technical proposal and cost proposal • Offerors to a RFP must be ranked using identified criteria
Procurement Options • When working with processors to determine finished end products, determination can be arrived at by one of the following methods: • School indicates in procurement documents the generic product specification (no brand specified). Brand is selected during the final phase of the procurement process. • School uses the branding process to pre-approve acceptable brands to include in procurement documents. For details on this procurement method, visit the National Food Service Management Institute (NFSMI) website at: http://www.nfsmi.org/ResourceOverview.aspx?ID=64
Procurement Recommendations • Offer a bid (formal or informal) or RFP that has the potential for renewal for a set time period. Typically the bid is for one year with the potential for two one-year renewals. This reduces the number of bids generated and allows the school and manufacturer to develop a long-term relationship.
Procurement Recommendations (cont’d.) • Have the bid opening on any day except Monday. • Have the bid opening anytime after 1:00 p.m. Federal Express will not guarantee delivery before 10:30 a.m. • Consult your school calendar to make sure your school will be open on the day of the bid opening.
Procurement Recommendations (cont’d.) • Allow the manufacturers adequate time to complete the bid (minimum of three weeks). • Clearly indicate where manufacturer will ship finished product (i.e., commercial distributor, school warehouse, etc.). • Clearly list the factors that will be used to determine the winner of the bid. Indicate how and when the manufacturers will be notified of who was awarded the bid.
Procurement Tools • RA ACDA Commodity Processing Handbook • Direct Diversion Product Specification Samples • Direct Diversion Procurement Worksheet Samples
What additional direct diversion-specific information do I need to include in my procurement process? • End Products: 1) What end products to purchase 2) Approximate usage of products (how much do you need to order?) 3) Delivery schedule of end products 4) Specify delivery location of finished end products (i.e., to your district or to your distributor) • Value Pass Through Methods • Yield Options • Procurement Sample Language
What Information Do I Require the Vendor to Include in Their Submission? • Manufacturer’s product code number of product(s) submitting for bid • USDA bulk commodity code number for the commodity used in the end product(s)
What Information Do I Require the Vendor to Include in Their Submission? (cont’d) • Minimum run requirements, if applicable. • Minimum delivery requirements, if applicable. • The meal pattern contribution per serving • Summary End Product Data Schedule (SEPDS)
Delivery of End Products • All direct diversion processed products cannot come through the state-contracted warehouses and delivery system. • Direct diversion schools can still get brown box commodities through the state-contracted delivery system. • School must ensure that they’ve addressed delivery needs as a part of the procurement process.
Delivery of End Products (cont’d) • It is necessary to include your desired direct diversion end products in your commodity commercial distribution procurement process. • The commodity delivery portion of your procurement process must be completed prior to the annual order time period. This will help to ensure: • that your bulk pound commitments made on the annual commodity order are accurate. • that you will be able to order and receive the desired finished end products from your distributor. • It may be necessary to coordinate the distributor bid for your commercial products with your bid for direct diversion products.
What is Value Pass-Through? Value pass through is the way in which SFAs receive the full value of donated food contained in a further processed product. (Or, the entitlement value of the bulk product contained in the end product.)
Value Pass-Through Options • Sales Rebate to Recipient Agency • Fee for Service—Processor • Fee for Service—Distributor • Net Off Invoice (NOI)
Sales Rebate • Direct—Processor sells end product directly to RA and invoices RA at gross price. RA applies for rebate for value of commodities contained in end product. • Indirect—Processor sells end product to a commercial distributor at gross price. Distributor invoices RA for gross price. RA applies for rebate from processor. Commercial price = Your price (school applies for a rebate monthly)
Sales Rebate (Indirect) Example • School A purchases pizzas from distributor and pays gross price of $32 per case. Entitlement value per case of pizza purchased is $3.50. • School A files rebate to processor for the $3.50 entitlement value per case of product purchased. • School’s actual net cost per case is $28.50 ($32 - $3.50).
Fee for Service—Processor • Processing fee charged by processor. • Processor invoices RA for the cost of the non-commodity ingredients and the processing fee. • Value of the commodity has already been taken out of the price. Other ingredients + labor + packaging + overhead + other costs = Your Price
Fee for Service—Processor Example • Processor’s cost of non-commodity ingredients, labor, packaging, overhead and other costs is $22 per case of pork taco filling. • The entitlement value per case of pork taco filling is $12. • The $22 processing fee takes into account that processor will use $12 worth of donated food to make the taco filling. • School A will be invoiced by processor $22 per case of pork taco filling.
Fee for Service—Distributor • Distributor invoices RA for the cost of the processed product and distributor handling/storage fees. • Price represents a processor’s cost of ingredients, labor, packaging, overhead and other costs incurred in the conversion of commodity into an end product. • Value of commodity has already been taken out of the price. Other ingredients + labor + packaging + overhead + other costs + distributor’s fees = Your Price
Fee for Service—Distributor Example • Processor’s cost of non-commodity ingredients, labor, packaging, overhead and other costs is $22 per case of pork taco filling. • Distributor’s handling/storage fee is $3 per case of pork taco filling. • The entitlement value per case of pork taco filling is $12. • The $22 processing fee takes into account that processor will use $12 worth of donated food to make the taco filling. • School A will be invoiced by distributor $25 per case of pork taco filling ($22 + $3).
Net Off Invoice (NOI) • Processor sells to a commercial distributor at gross price of end product. • Distributor invoices RA at net case price. Invoice lists gross price, minus value of commodity in case and then net case price. • Distributor claims a credit from processor for the value of commodity food contained in the end product. gross price - commodity value = net case price
Net Off Invoice (NOI) Example • Processor sells case of chicken nuggets to distributor for $30 per case. • Distributor’s handling/storage fee is $3 per case of chicken nuggets. • The entitlement value per case of chicken nuggets is $10. • School A will be invoiced by distributor $23 per case of chicken nuggets ($30 + $3 - $10). • Distributor will claim a credit to the processor for the $10 entitlement value per case of chicken nuggets.
Why Do I Need to Know Value Pass Through Methods? • Not all processors do all methods. • During the bid process, SFAs need to indicate in their bid which method(s) they are requesting pricing for. • For monitoring purposes, SFAs need to ensure they are receiving the full value of donated food back.
What is A Substitutable Donated Food? • In commodity processing, all bulk donated foods offered by USDA to distributing agencies fall into one of the following categories: 1) substitutable 2) non-substitutable
Substitutable Donated Foods • Full Substitution • Limited Substitution
Full Substitution • A processor can substitute commercial food for bulk commodity foods without restriction, so long as the substitute food is of the same generic identity, equal or better quality, and of domestic origin. The exception to this is bulk beef, pork and poultry on a limited approval basis. • Fully substitutable foods are subject to the 100% yield requirements.
Full Substitution Example • Cheese Processor XYZ will be receiving two trucks of mozzarella cheese for Wisconsin’s direct diversion schools. • Cheese is fully substitutable. Therefore, Cheese Processor XYZ can use commercial bulk cheese to produce Wisconsin schools’ finished end products. • Benefit: school can receive finished end product regardless of whether bulk commodity has arrived at processor’s warehouse.
Limited Substitution • The substitution of commercial product for bulk donated foods with some restrictions. This is applicable to poultry products. Processors must have a substitution plan approved by both FNS and AMS. Only bulk pack chicken, chicken parts, and bulk pack turkey delivered by USDA vendors to processors are eligible for substitution. • No backhauled poultry may be substituted.
Limited Substitution Example • Chicken Processor 123 will be receiving five trucks of bulk chicken for Wisconsin’s direct diversion schools. • Chicken Processor also processes bulk chicken for Ohio, Texas and Oklahoma. • Wisconsin’s trucks have not arrived at processor’s facility; however, processor has received some trucks for Ohio.