Tools
SOP Template: Institution & Values-Based Vendor
- Communication
- Implement
- Public & Private
- Self-Operated
- Vendors
Institutions & Values-Based Vendor: Standard Operating Procedures for Managing Values-Based Procurement
Institutions with self-operated food service directly engage with prospective vendors (food hubs and producers that seek to sell to the institution) and approved vendors (food hubs and producers that have been approved by the institution) throughout the implementation of a values-based procurement program. SOPs for growing relationships with prospective vendors and managing relationships with current vendors document standardized processes for both parties. 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.
Keep In Mind:
Additional information about alternative language and how to complete each provision of this tool can be found on the relevant Implementation Stage in the Guide.
SOPs between Institution & Prospective Values Based Vendor
[Insert Date]
Standard Operating Procedures for Managing Values-Based Procurement: [Institution] & [Prospective Values-Based Vendor]
1. [Institution] and [Prospective Values-Based Vendor] will designate a primary contact to manage communication and vendor certification processes:
[Institution Designated Contact]: [email]; [phone number]
[Values-Based Vendor Designated Contact]: [email]; [phone number]
2. [Institution] will provide prospective values-based vendors with orientation materials that give an overview of the purchasing program, outline vendor certification and food safety requirements, list desired products, and detail delivery logistics.
3. Values-based vendors will be encouraged to share orientation materials that give an overview of the vendor, list projected products, and detail delivery practices.
4. After sharing materials, [Institution Designated Contact] and [Values-Based Vendor Designated Contact] will have a follow up conversation focusing on any areas of interests, questions, or concerns (e.g., vendor certification requirements; production; delivery logistics). [Institution Contact] and [Values-Based Vendor Designated Contact] will also discuss projected product price points and desired quantities to assess whether the purchasing relationship could be feasible and beneficial for both parties. [Institution Designated Contact] should keep in mind that values-based vendors are priorities for [Institution] and procurement from these vendors advance important institutional goals stated in [insert reference to supporting documents (e.g. Institution’s food purchasing guidelines or Institution’s VBP announcement)].
5. If the values-based vendor wants to proceed, [Institution Designated Contact] will provide guidance and assistance in navigating the vendor certification process.
SOPs between Institution & Approved Values Based Vendor
[Insert Date]
Standard Operating Procedures for Managing Values-Based Procurement: [Institution] & [Approved Values-Based Vendor]
1. [Institution] and [Values-Based Vendor] will designate a primary contact to manage communication and food purchasing transactions and logistics:
[Institution Designated Contact]: [email]; [phone number]
[Values-Based Vendor Designated Contact]: [email]; [phone number]
2. [Institution Designated Contact] and [Values-Based Vendor Designated Contact] will discuss desired products, price points, quantities, and frequency. Based on these conversations, [Institution Designated Contact] will introduce the available purchasing commitment options: [insert the available commitments: individual purchasing commitment; standing purchasing commitment; forward purchasing commitment].
3. Based on the agreed upon purchasing commitment, [Institution Designated Contact] and [Values-Based Vendor Designated Contact] will establish a schedule for communication, purchasing, deliveries, and payment. [Institution Designated Contact] will also explain any flexibility [Institution] has to adjust schedules to accommodate vendor needs.
4. [Institution Designated Contact] will provide details for deliveries including location, directions, and any special instructions. If there is a different or additional point of contact for site deliveries, [Institution Designated Contact] will provide that information to [Values-Based Vendor Designated Contact].
5. In the event of any concerns with delivered products (e.g., quality, quantity discrepancies), the [Institution Designated Contact] will reach out promptly to the [Values-Based Vendor Designated Contact] to discuss and resolve any issues. The goal will be to ensure continuous improvement and mutually beneficial outcomes for both parties.
6. Every [insert time interval], [Institution Designated Contact] and [Values-Based Vendor Designated Contact] will review the purchasing relationship, assess performance, address any challenges or concerns, and discuss whether adjustments or expansions are needed.
7. [Institution Designated Contact] and [Values-Based Vendor Designated Contact] will conduct regular check-ins, either through site visits or phone calls, to ensure ongoing alignment and address any emerging needs, opportunities for improvement, or opportunities for growth.