Tools
SOP Template: FSMC & Values-Based Vendor
- Communication
- Implement
- Public & Private
- Self-Operated
- Vendors
Standard Operating Procedures for Managing Values-Based Procurement: Management Company & Values-Based Vendor
A management company engages with prospective vendors (food hubs and producers that seek to sell through the management company) and approved vendors (food hubs and producers that have received certification as an approved seller from the management company) throughout the implementation of a values-based procurement program. Some vendors may be identified by the institution as priority vendors for purchasing, and others will be identified by the management company based on the institution’s food purchasing guidelines and goals.
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 Management Company & Prospective Values Based Vendor
[Insert Date]
Standard Operating Procedures for Managing Values-Based Procurement: [Management Company] & [Prospective Values-Based Vendor]
1. [Management Company] and [Values-Based Vendor] will designate a primary contact to manage communication and vendor certification processes:
[Management Company Designated Contact]: [email]; [phone number]
[Values-Based Vendor Designated Contact]: [email]; [phone number]
2. [Management Company Designated Contact] 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, [Management Company 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). [Management Company Designated 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. [Management Company 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; Institution’s VBP announcement; Management Company’s food service contract)]
5. If the [Management Company Designated Contact] and [Values-Based Vendor Designated Contact] want to proceed, [Management Company Designated Contact] will provide guidance and assistance in navigating the vendor certification process.
SOPs between Management Company & Approved Values Based Vendor
[Insert Date]
Standard Operating Procedures for Managing Values-Based Procurement: [Management Company] & [Approved Values-Based Vendor]
1. [Management Company] and [Values-Based Vendor] will designate a primary contact to manage communication and food purchasing transactions and logistics:
[Management Company Designated Contact]: [email]; [phone number]
[Values-Based Vendor Designated Contact]: [email]; [phone number]
2. [Management Company Designated Contact] and [Values-Based Vendor Designated Contact] will discuss desired products, price points, quantities, and frequency. Based on these conversations, [Management Company 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, [Management Company Designated Contact] and [Values-Based Vendor Designated Contact] will establish a schedule for communication, purchasing, deliveries, and payment. [Management Company Designated Contact] will also explain any flexibility [Management Company] has to adjust schedules to accommodate vendor needs.
4. [Management Company 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, [Management Company Designated Contact] will provide that information to [Values-Based Vendor Designated Contact].
5. [Management Company Designated Contact] will encourage [Values-Based Vendor Designated Contact] to record pictures of ordered product when it leaves the vendor site and when it is delivered to the delivery location.
6. If there is a concern or problem with delivered product, [Management Company Designated Contact] will arrange for a picture to be taken. [Management Company Designated Contact] will reach out to [Values-Based Vendor Designated Contact] to discuss any concerns, questions, and plans for future deliveries.
7. Every [insert time interval], [Management Company Designated Contact] and [Values-Based Vendor Designated Contact] review completed purchasing commitments to assess the purchasing relationship, address any challenges or concerns, and discuss whether there should be expansion or adjustment in purchasing.
8. [Management Company Designated Contact] and [Values-Based Vendor Designated Contact] should 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.