Local Food Procurement Toolkit

Looking for the Vermont Local Food Product Tracker and Calculator?

Learn more about the resource and download the tool here.

Photo by Ben Hudson.

Incorporating local foods into school nutrition programs is easier than you may think. And, the benefits can far outweigh the challenges! When students are served fresh, skillfully-prepared foods from local producers, the result is often increased participation, which leads to greater revenue for the school meal program, improved student nutrition, and increased connection to the community. Going through a procurement process may seem like just more paperwork, but it actually builds relationships between buyers and sellers: Buyers achieve a consistent supply of product that meets their criteria, and sellers know what is expected.

If you're a Vermont school applying for the Local Foods Purchasing Incentive grant, please visit our resource page.

 

Values-Based Procurement

By developing and communicating your values-based purchasing practices to local farmers, producers, food hubs, and other distributors, you are communicating that you are a serious and viable potential customer with clear criteria for product beyond price. It indicates to your community that you believe in supporting the local economy and in providing quality food to their children.

How to Communicate Your Values 

Values-based Procurement Forms

The resources below are designed to help school nutrition professionals and their advocates to purchase the local products they want, while also streamlining the process and ensuring compliance with USDA procurement rules and regulations. They prompt school nutrition professionals to develop bidding criteria beyond price that reflect the values of the school nutrition program. Be sure to check on your State and Local micro-purchase and small-purchase thresholds, as you must comply with the most restrictive policy.

Types of Procurement

Click on the procurement types below for additional information:

Micro-Purchase

In 2021, the federal government increased the micro-purchasing threshold to $50,000 per procurement. The State of Vermont also adopted this new threshold for food purchases. This allows for increased flexibility for local purchasing! 

Key points:

  • Micro-purchases do not require multiple price quotes. 
  • To the extent practicable, purchases should be distributed equitably among qualified sources. 
  • The most restrictive procurement threshold must be used.
  • Micro-purchases must be documented on this simple form
  • If you plan to purchase regularly, or in a significant quantity (even if it’s below the micro-purchase threshold), we recommend that you consider using the Farm to School Procurement Inquiry form as a means to build relationships and document pricing and other agreements with your local farmers and producers. 

Micro-Purchase Thresholds:

Federal

Vermont (Public Schools)

Local

  $0–$50,000
  Micro-Purchase

  $0–$50,000
  Food Micro-Purchase

  $0–$25,000
  Non-Food Micro-Purchase

   See your local procurement procedures

Small Purchase

If your purchase is above your local or state micro-purchasing threshold (up to the small purchase limit), you are required to conduct a small purchase procurement procedure.

Key points:

  • Acquire bids from an adequate number of farmers/producers (Vermont requires at least two.)
  • Ensure the same specifications are given to all prospective farmers/producers. 
  • Document ALL responses.
  • You must select the lowest priced product that meets your specifications.
  • All purchases must be documented on this simple form
  • We recommend using the Farm to School Procurement Inquiry form as a means to share specifications, collect responses, document pricing and other agreements, and build relationships with your local farmers and producers.

Small Purchase Thresholds:

Federal

Vermont (Public Schools)

Local

  $50,001–$250,000
  Small Purchase

  $50,001–$250,000
  Food Small Purchase

   See your local procurement procedures

Formal Procurement

For purchases over $250,000 a formal procurement process is required. There are 2 types of formal procurement: Invitation for Bid (IFB) and Request for Proposal (RFP). Both must be publicly advertised.

Contact the Vermont Agency of Education, Child Nutrition Programs (or your respective State Agency) for more information and support.

Formal Procurement Thresholds:

Federal

Vermont (Public Schools)

Local

  $250,000 and up
  Formal Bid or Proposal

  $250,000 and up
  Food Formal Bid or Proposal

  $25,001 and up
  Non-Food Formal Bid or Proposal

   See your local procurement procedures