Learn Institutional Procurement Basics

Self-Operated Institutions

Self-operated institutions handle their own food sourcing, purchasing, preparation, and service, giving them greater flexibility to work directly with values-aligned vendors. [65] However, increased flexibility and control require more internal personnel and administrative capacity. To address this, external collaboratives can provide support, including resources for food service operators and opportunities to collaborate with other institutions. [66]

Without a management company contract to structure procurement practices, self-operated institutions must proactively incorporate values-based principles into their operations, making clear food purchasing guidelines essential.

Except for the legal framework that applies to public institutions, the key features and priorities for incorporating values-based procurement into food operations—such as clearly defined roles, strong data management systems, and attention to the vendor landscape—are similar for both private and public self-operated institutions. The key features and special considerations below provide more guidance for self-operated institutions incorporating values-based procurement into their food purchasing.

Applicable Laws & Procedures

The same legal and procedural framework applies to public institutions regardless of their management strategy. However, since self-operated institutions may have a greater ability to enter into smaller-scale procurement contracts, there is a greater opportunity for self-operated public institutions to utilize small purchases and avoid the technical requirements of formal procurement processes.

Self-operated private institutions are not subject to procurement law, but will need to be aware of internal goals, policies, and procedures to ensure compliance with their values-based procurement program.

Team Roles & Responsibilities

No matter whether the self-operated institution is public or private, for values-based procurement to be most successful, it is important to be sure that the institution’s personnel are covering key roles and responsibilities. These roles should be clearly defined and internally recognized.

Data Collection & Management

An institution must track progress to effectively implement and evaluate values-based procurement efforts. There are many ways that institutions and management companies can track relevant data. A self-operated institution should determine how it prefers to measure and record purchasing. Typically, institutions track by volume or total dollar amount spent. Additionally, it is prudent to track other metrics based on the values identified in the institution’s food purchasing guidelines. For example, how much purchased food qualifies as “local” or “sustainable,” and how many vendors meet the institution’s other purchasing priorities.