Implement

Set Standard Operating Procedures: Institutions, Management Companies, and Vendors

This stage guides institutions in the creation and implementation of standard operating procedures (SOPs) for developing and maintaining relationships with management companies and values-based vendors.
  • Public & Private
  • FSMC & Self-Operated
Implement: 

Set SOPs between Institution and Management Company

SOPs between the institution and the management company provide the basis for relationship building with values-based vendors, specify roles and responsibilities between parties and identify actions that will ensure successful fulfillment of food service contract requirements. SOPs should be marked by the date of creation or revision to contribute to institutional memory and create a clear record of practices and changes.

Model Recommendation

[Insert Date]
Standard Operating Procedures for Managing Values-Based Procurement: [Institution] & [Management Company]
1. [Institution] and [Management Company] will designate a primary contact to manage communication and values-based food purchasing:
[Institution Designated Contact]: [email]; [phone number]
[Management Company Designated Contact]: [email]; [phone number]
2. Designated Contacts will establish a regular check-in occurring every [insert time frame] to discuss purchasing, current values-based vendors, and ongoing needs and challenges. This check-in will also include updates regarding values-based vendors undergoing vendor certification and identification of potential new vendors that meet Institution’s Food Purchasing Guidelines. [Institution Designated Contact] will record and save notes from each check-in.
3. Every [insert time interval], [Management Company Designated Contact] will provide [Institution Designated Contact] with a report of values-based food purchasing including the following information:
[Insert required metrics]
Metrics may include but are not limited to:
• Type, dollar amount, and/or weight of values-based products qualifying under Institution’s Food Purchasing Guidelines
• Number and/or percentage of vendors that meet Institution’s vendor preferences/requirements in Institution’s Food Purchasing Guidelines
• Other metrics as listed in the food service contract and/or Institution’s Food Purchasing Guidelines
[Institution Designated Contact] will save each values-based food purchasing report. On an annual basis, [Institution Designated Contact] and [Management Company Designated Contact] will review the compiled reports to assess progress, trends, and ongoing challenges related to values-based procurement and [Institution’s] goals.

Alternative: Additional Team Members

The best practice for vendor relationship management is to designate one individual within the institution or management company to serve as the primary contact for vendors in order to streamline information and coordination. However, if other team members are responsible for specific aspects of the work, they should be listed in the SOPs and made aware of the established processes. 

Option for identifying additional team members in SOPs:
The Designated Contacts should be the first point of communication. If the Designated Contact is not available or additional team members’ input are needed, refer to the following:
[Institution] Additional Contacts:
• Financial/Budget: [Contact Name], [email]; [phone number]
• Kitchen/Dining Logistics: [Contact Name], [email]; [phone number]
• Communications/PR: [Contact Name], [email]; [phone number]
• Sustainability: [Contact Name], [email]; [phone number]
• Procurement/Supply Chain: [Contact Name], [email]; [phone number]
[Management Company] Additional Contacts:
• Financial/Billing: [Contact Name], [email]; [phone number]
• Vendor-Management: [Contact Name], [email]; [phone number]
• Kitchen/Dining Logistics: [Contact Name], [email]; [phone number]
• Communications/PR: [Contact Name], [email]; [phone number]
• Sustainability: [Contact Name], [email]; [phone number]
• Procurement/Supply Chain: [Contact Name], [email]; [phone number]

Alternative: Purchasing Commitments

Institutions and management companies may wish to explore entering into standing or forward purchasing commitments with values-based vendors with which they have developed relationships. When multiple types of commitments are utilized, institutions may add a specific task to their SOPs to review and discuss these commitments. This will help establish clear procedures for verifying and maintaining long-term purchasing relationships.

Option for Purchasing Commitment Reviews

[Institution Designated Contact] and [Management Company Designated Contact] will review the compiled purchasing reports to assess the use of [insert purchasing commitment type (e.g., individual, standing, forward)] across vendors. Designated contacts will discuss where there is opportunity for scaling up commitments and where there may be need to adjust commitment scale or type.