Public Institutions: Enter Purchasing Commitments

Even when a public institution has an existing contract with a broadline distributor to source most of its food, it can work within that agreement to increase its values-based purchasing. The institution must be willing to think creatively and strategically about its existing agreements.

There are three main strategies:

1. Leverage the buying guide
2. Plan menus strategically
3. Utilize off-contract purchasing options

Leverage the Buying Guide

An institution can develop “buying guides” to direct its distributors toward values-based vendors. Tailoring the buying guide to align with the institution’s purchasing guidelines can increase values-based purchasing. Some distributors maintain lists of “local/regional” or other specialty vendors—sometimes within their full catalog or in a separate “hotsheet.” For example, Royal Food Service in Atlanta, Georgia, publishes a “Local List” that features available local products and their farm.[8]

Depending on the distributor, institutions may request food from values-based vendors whenever possible or select preferred vendors and items from the catalog. If the distributor does not have many values-based vendor options, the institution should start a dialogue with the distributor about what it is looking for. As more institutions request these types of products, distributors may shift their buying practices to meet customer priorities.[9] As discussed above, requests for values-based products can be included in the institution’s solicitation when searching for a distributor, which will make the institution’s priorities clear from the start.

Plan Menus Strategically

Second, an institution can boost values-based purchasing through strategic menu planning. If local purchasing is one of an institution’s values, planning menus seasonally to feature in-season produce is a great way to ensure its distributor sources local produce. Menus that ignore seasonal availability—like requesting fresh berries in Georgia in January—force distributors to source from outside the region.

Utilize Off-Contract Purchasing Options

Third, even when distributors give an institution full autonomy to select which of its approved vendors it sources food from, there are likely other values-based vendors not included on the distributor’s vendor list. Accordingly, there needs to be a way for the institution to supplement its food purchasing with direct purchases from values-based vendors. Ideally, the contract will include explicit non-exclusivity provisions that permit off-contract purchasing. An institution should pay attention to any exclusivity provisions in its distributor contracts to ensure it can source directly from other vendors if desired.