Finance

Policy: 213

Child and Adult Food Program (CACFP) Purchasing Procedures

Procedure:

The Marion-Dillon County Board of Disabilities and Special Needs (MDCBDSN) will purchase for use in the Child and Adult Care Food Program (CACFP) using the procedures outlined in this plan.

1. If the total amount of purchases is $100,000 or more, formal bid procedures will be utilized as follows.
1. Advertisement in a newspaper of general circulation.
2. Mail specifications and bid documents to all potential bidders.
3. Publicly open and tabulate bids.
4. Bids will be submitted to the appropriate governing board for approval.
2. The grocery shopping method alternative method shall be used for all other purchases.
1. Shopping is done on at least a weekly basis at a local grocery store because of their practical availability.
2. Each center will engage in the sort of comparison pricing that any grocery shopper would.
3. Consumer publications and/or newspaper food advertisements are to be utilized to determine the best food prices in the area.
4. For documentation purposes centers are to obtain this consumer publication and/or obtain a set of newspaper advertisements from at least three (3) different grocery stores once every six months to ensure prices are the most reasonable and this method is the most efficient. However, centers are to always utilize comparison shopping to determine the best prices in the area.
3. No employee or agent of the MDCBDSN shall participate in selection or in the award or administration of a contract supported by CACFP funds if a conflict of interest, real or apparent, would be involved.

Conflicts of interest arise when one of the following has a financial or other interest in the firm selected for the award:

1. The employee, officer, agent, board member or staff person.
2. Any immediate family member of persons listed in "a".
3. His or her partner.
4. An organization that employs or is about to employ one of the above.

The MDCBDSN employees, officers, agents, board members or staff persons shall neither solicit nor accept gratuities, favors or anything of material monetary value from contractors, potential contractors or parties to sub-agreements. The purchase of any food or service from a contractor for individual use is prohibited.

The removal of any supplies, equipment or institution property, such as official books, records and the like is prohibited.

Staff, whether full-time, part-time or contracted, or board or immediate family members or staff or board are prohibited from being providers.

Rental of facilities, equipment or furnishings from staff or board or another organization of which staff or board is also a member is prohibited.

Hiring of family members and payment of salaries or travel for which there is no documentation of work performed is prohibited.

The selling of items or services to providers from which staff or board realize a profit is prohibited.

Failure of any employee to abide by the above stated code could result in a fine, suspension, or both, or dismissal. Interpretation of the code will be given at a time by contacting the Executive Director at 843-423-4484. The MDCBDSN will not be responsible for any explanation or interpretation which anyone presumes to make on its behalf.