Implement
Develop Orientation Materials for Institutions, Management Companies, and Vendors
- Public & Private
- FSMC & Self-Operated
Create Vendor Factsheet for Purchasers
The following recommendations provide model language and alternatives for how this information can be conveyed in an orientation factsheet about a values-based vendor. Orientation materials provide an opportunity to highlight key information that is tailored to values-based procurement. These materials provide common ground that conversations and relationships can grow from.
Orientation materials for purchasers about values-based vendors should address four main categories of information:
- Introduction: A short paragraph providing key background information.
- Program Information: Additional details about capabilities, offerings, needs, and preferences.
- Logistics: Key administrative requirements, logistics, and practices.
- Contact: A point of contact for continued communication.
Introduction
Like the introduction for an institution or management company, a vendor’s introduction should convey general information about the vendor and their products. The general information may include the vendor’s mission statement or a summary of its purpose/focus. Or, this introduction may take a more personal tone , focusing on the vendor’s story, overarching goal(s), and examples of values-based practices (e.g., regenerative agriculture techniques, animal welfare, food safety). Vendors may provide examples of their past successful sales contracts with consumers, institutions, and management companies. If a vendor lacks past examples of selling to wholesale markets, it is important to emphasize willingness to engage in this type of work.
A vendor can include their capabilities to provide product to institutions through ensuring a commitment to food safety and possession of certain food certifications (e.g., USDA Organic, Animal Welfare Approved, Certified Humane). The primary goal of the introduction is to articulate how the vendor is committed to and ready to participate in values-based procurement with management companies and institutions.
Model Recommendation
[Values-Based Vendor]: Factsheet for Purchasers
[Address]
[Website]
Email: [Email] | Phone: [Phone]
[Values-Based Vendor] is [enter short description of Vendor’s mission or purpose]. [Insert Vendor’s story, considering including pictures]. [If additional information is available online, include the link.]
Alternative: Option to Include Past Success Stories
If a vendor has strong, pre-existing relationships with institutions or management companies, spotlighting these relationships demonstrates a vendor’s commitment to selling to values-aligned purchasers. Vendors should get permission before including a management company and/or institution in their factsheet.
Option for Including Past Success Stories:
[Values-Based Vendor] proudly supplies [insert products supplied] to [insert institution] since [insert beginning of relationship].
Option to List Institutional Purchasers:
- [Institutional Purchaser 1]
- [Institutional Purchaser 2]
- [Institutional Purchaser 3]
- [Food Service Management Company Purchaser 1]
- [Food Service Management Company Purchaser 2]
- [Food Service Management Company Purchaser 3]
Program
Information about the vendor’s operations should aim to showcase a vendor’s capabilities to institutions and management companies. This information will help potential purchasers better understand the type of products, quantity of products, and flexibility of production they can expect when they contract with the vendor. In particular, vendors may highlight: crop planning (the products a vendor typically offers during different seasons), specialty products offered, scale of operations, and processing capabilities.
Model Recommendation
[Value-Based Vendor]: Program Spotlight
[Values-Based Vendor] provides [insert product types (e.g., produce, meat, dairy, etc.)]. [Vendor’s] products are [insert vendor certifications; specific growing, processing, or production practices and characteristics].
During [time frame/season], [Values-Based Vendor] offers:
- [Insert list of available/anticipated products, anticipated quantities, anticipated prices (if available), and product certifications or practices]
[If applicable, repeat for multiple time frames/seasons.]
Alternative: Option to Include Special Products or Processes
Vendors may identify special products they offer or processes they use in growing and production. Special products could include seasonal items, such as tomatoes in the summer and pumpkins in the fall, or specific food products, such as plant-based proteins, kosher or halal products, or food products specific to a region.
Option for Including Special Products or Processes:
[Values-Based Vendor] has the ability to provide the following products:
- [insert special or seasonal products and when they are available]
[Values-Based Vendor] has the following processing capabilities:
- [insert special processes utilized in growing or production and the product it applies to]
Alternative: Option for Food Hubs
Food hubs may want to spotlight products they provide and/or spotlight producers they prioritize or work with. Additionally, hubs may take the opportunity to further spotlight producers’ values and how they align with the hub’s approach and mission.
Option for Food Hubs:
[Food Hub] distributes the products below, sourced from [insert farms the products are sourced from]:
- [Insert product]
- [Insert product]
- [Insert product]
[Food Hub] prioritizes producers with [insert short description of prioritized vendor values if relevant]. This aligns with our mission to [insert Food hub’s mission statement here].
Examples of vendor preferences include but are not limited to:
- Local vendors
- Small and mid-sized vendors
- Beginning vendors
- Diverse vendors (BIPOC; MWBE; LGBTQIA+)
- Historically underserved producers (i.e. socially-disadvantaged; veteran; beginning; reduced resource)
- Culturally significant producers
- Vendors with particular certifications.
Vendors that [Food Hub] prioritizes that exemplify those values include:
- [Insert prioritized vendor]
- [Insert prioritized vendor]
- [Insert prioritized vendor]
Alternative: Option for Forward Purchasing Commitments and Production Planning Collaboration
If vendors are open to them, they can highlight their willingness to enter forward purchasing commitments. Forward purchasing commitments are a type of purchasing in which the vendor and purchaser collaborate on production planning, and the purchaser generally commits to a larger amount of product over an extended period of time based on that collaboration.
Option for Forward Purchasing Commitments and Production Planning:
[Values-based Vendor] is open to collaborating about production plans and creating forward purchasing commitments with purchasers. [List any applicable restrictions or relationship preferences before entering into production planning and forward purchasing commitments.]
Logistics
In the logistics section, a vendor should lay out key components of their operation. This may include: how purchasers can see the type, quantity, and price of products available; how ordering and payments can be conducted; and what the process for becoming a purchaser entails (intake forms).
Model Recommendation
[Values-Based Vendor]: Key Administrative and Logistics Information
Ordering: [Values-Based Vendor] distributes product availability and price lists on [day]. Orders must be placed by [time, day].
Delivery Logistics: [Values-Based Vendor] makes deliveries on [day] between [time range].
Payment Processes: [Values-Based Vendor] accepts [insert accepted payment types].
Alternative: Option for Purchaser Eligibility
If a vendor has requirements or guidance for a purchaser to be eligible to buy from them, the requirements and process should be included in the logistics section.
Option for Purchaser Eligibility (Required Forms)
Purchaser Eligibility: In order to purchase from [Values-Based Vendor], purchasers must [insert process to become a purchaser, including names of intake forms]. [If additional information available online, include the link.]
Option for Purchaser Eligibility (General Guidance):
Purchaser Eligibility: In order to purchase from [Values-Based Vendor], purchasers should be willing to maintain a professional and consistent relationship with [Values-Based Vendor]. [Values-Based Vendor] prioritizes creating working relationships with purchasers that emphasize accountability and follow-through on commitments. [If additional information available online, include the link.]
Alternative: Option for Delivery Flexibility
If a vendor has the capability to offer flexibility in their delivery service, they can indicate this to purchasers by either offering alternative delivery options or indicating a general flexibility in making deliveries.
Option for Alternative Delivery Options:
[Values-Based Vendor] is open to making deliveries on [insert days of the week] between [time range]. However, if a purchaser is unable to process deliveries on those days or times, we will work to get your products to you when you need them! Our alternate delivery options include: [insert days of the week] between [time range]. If our usual delivery times will not work for you, please contact [insert name and title of contact], whose contact information can be found below.
Option for Delivery Flexibility:
[Values-Based Vendor] is open to making deliveries on [insert days of the week] between [time range]. However, if a purchaser is unable to process deliveries on those days or times, we will work to get your products to you when you need them! If our usual delivery times will not work for you, please contact [insert Designated Contact] at [insert phone; email].
Contact
The contact information should provide a point of contact at the vendor for follow-up discussions and questions about the vendor’s capabilities and logistics. The primary goal of this information is to provide a clear option for follow-up conversations and questions about specific information.
Model Recommendation
Contact Us!
Interested in working with to [Values-Based Vendor]? Contact [insert Designated Contact], [insert title/role], to discuss any questions you may have and learn about next steps to begin purchasing.
[Designated Contact] is available at: [email]; [phone number].
Alternative: Inclusion of Additional Team Members
Many vendors will have several teams or individuals involved in aspects of the values-based procurement program. The best practice is to designate one individual to serve as the primary contact to streamline information and coordination. However, if there are other team members involved or responsible for specific aspects of the work, they may be listed in the orientation materials and made aware of their inclusion.
Option for identifying additional team members in orientation material:
[Designated Contact] is your first point of communication and can help you reach other [Value-Based Vendor] team members. If the Designated Contact is not available or additional team members’ input are needed, refer to the following:
[Value-Based Vendor] Additional Contacts:
- Vendor Approval/Certification: [Contact Name], [Title] – [email]; [phone number]
- Finance/Payment: [Contact Name], [Title] – [email]; [phone number]
- Food Purchasing: [Contact Name], [Title] – [email]; [phone number]
- Delivery Logistics: [Contact Name], [Title] – [email]; [phone number]
Alternative: Contact Through Forms
AA vendor may find it easier to provide a contact form for institutions to fill out with questions or concerns. This may be helpful to organize communications at an early level of correspondence, so that communications go to a consolidated email, and the vendor can ensure that the submissions contain necessary information to address the concern. Once a relationship has developed between a purchaser and a values-based vendor, correspondence can flow directly between identified team members.
Option for creating a contact form:
Questions or concerns? Fill out the form below and we will reach out to you promptly to resolve the inquiry.
Name:
Contact:
Title:
Email:
Phone Number:
Message:
