SCHOOL YEAR FRESH FRUIT AND VEGETABLE PROGRAM (FFVP)

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Dominick Parks
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1 THANK YOU FOR JOINING THE ILLINOIS STATE BOARD OF EDUCATION WEBINAR: SCHOOL YEAR FRESH FRUIT AND VEGETABLE PROGRAM (FFVP) WE WILL BEGIN SHORTLY

2 OVERALL FFVP GOALS Create Healthier School Environment Expand Variety of Fruits and Vegetables Increase Students Fruit and Vegetable Consumption Make a Difference in Children s Diets 2

3 USDA FFVP HANDBOOK Available online at 3

ISBE S FFVP WEBSITE: HTTP://WWW.ISBE.NET/NUTRITION/HTMLS/FFV_PROGRAM.

4 ISBE S FFVP WEBSITE: 4

5 Program Administration Who Can Receive Fruits and Vegetables? Times and Frequency of Service Locations for Service Purchasing Fresh Fruits and Vegetables Visits to Selected Schools

6 WHO CAN RECEIVE FRUITS AND VEGETABLES? All enrolled students in 8 th grade or below at the FFVP school regardless of their eligibility status (free, reduced-price, or paid) Teachers and administrators are encouraged to participate with the students Not intended for parents or community members 6

TIMES AND FREQUENCY OF SERVICE Start program at beginning of the school year. If school in session 4-5 days in a week, must serve at least TWICE that week.

7 TIMES AND FREQUENCY OF SERVICE Start program at beginning of the school year. If school in session 4-5 days in a week, must serve at least TWICE that week. If school in session 1-3 days in a week, must serve at least ONCE that week. Can serve different grade levels on alternate days, but ensure equal distribution across all grades. During school day, but not during the National School Lunch Program or School Breakfast Program meal periods. 7

8 LOCATIONS FOR THE SERVICE Inside classrooms Hallways Inside the cafeteria (NOT during meal periods) In free vending machines At kiosks/carts/baskets In the school/nurse s office School assemblies Student club meetings (if during the school day) 8

9 PURCHASING FRESH FRUITS AND VEGETABLES Follow all applicable local, state, and federal procurement requirements. If you choose to use the Department of Defense (DoD) Fresh Fruit and Vegetable Program, ISBE has conducted procurement for you and you can order via that system. But you will need to set up a separate account for FFVP. Buy American provision is applicable. May apply geographic preference to ensure fresh products. Local farmers markets Local growers 9

10 PROCUREMENT REGULATIONS: All procurement transactions must be conducted in a manner that provides maximum open and free competition. Procurement procedures must ensure they do not foster noncompetitive practices between firms, do not create organizational conflicts of interest, and do not restrict or eliminate competition. 10

11 FORMAL VS. INFORMAL BID PROCESS If a district will be purchasing: <$100,000 in produce, use informal bidding / price quotes >$100,000 in produce, use formal bidding Remember this is by district, not by individual school. If your district received grants at multiple schools, the amount of produce to be purchased by ALL of the school buildings must be added together. 11

GEOGRAPHIC PREFERENCE Geographic preference may only be applied to the procurement of unprocessed agricultural products which are locally grown and locally raised, and that have not been cooked,

12 GEOGRAPHIC PREFERENCE Geographic preference may only be applied to the procurement of unprocessed agricultural products which are locally grown and locally raised, and that have not been cooked, seasoned, frozen, canned, or combined with any other products. keep in mind that for all procurements, whether formal or informal, bids/quotes must be obtained from a minimum of three prospective vendors. Contact your local county health department to ensure that you are following the food safety rules in your area. 12

13 VISITS TO SELECTED SCHOOLS During the school year, Illinois State Board of Education (ISBE) staff will visit FFVP schools for program review. 13

14 Record Keeping Grant Award and Allocation Budgeting FFVP Expenses Fresh Fruits and Vegetables Operating Costs and Labor Administrative Costs and Labor Monthly Claim for Reimbursement

15 GRANT AWARD ALLOCATION Grant funding from July 1, 2013 June 30, 2014 Grant award letter was sent to the District Superintendent/Administrator in May 2013; award amounts posted on FFVP website at Allocations are approximately $50 per enrolled student Enrollment pulled from October 2012 NSLP Claim for Reimbursement is used. 15

16 BUDGETING Allocation total is divided into two periods: Period 1: July 1, 2013 September 30, 2013 (20% of your total allocation) Period 2: October 1, June 30, 2014 (80% of your total allocation) It is important to budget FFVP funds to ensure that you are able to serve throughout the school year. 16

17 Sample Fund Tracking Form 17

18 FFVP CLAIMS Allowable program expenses are broken down into four categories: 1. Fresh Fruits 2. Fresh Vegetables 3. Operating Costs Labor 4. Administrative Costs Labor Photo compliments of Steger School District

19 CLAIMS FOR REIMBURSEMENT: COMPLETE IN EXCEL ACCESS THE FFVP CLAIM FORM BY GOING TO: AM.HTM AFTER CLICKING ON THE LINK ABOVE, OPEN THE FILE. 19

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FFVP MAY NOT BE USED TO PURCHASE THE FOLLOWING: Processed or preserved fruits and vegetables, such as canned, frozen, and vacuum packed Fruits or vegetables that are

26 FFVP MAY NOT BE USED TO PURCHASE THE FOLLOWING: Processed or preserved fruits and vegetables, such as canned, frozen, and vacuum packed Fruits or vegetables that are soaked or processed with artificial flavorings Dip for fruits Dried fruits/vegetables or fruit leather Jellied fruit Any fruit or vegetable juice including 100% juice 26

27 FFVP MAY NOT BE USED TO PURCHASE THE FOLLOWING (CONTINUED): Trail mixes or fruit mixtures Cottage cheese Fruit desserts such as fruit pizzas made with cookie dough crust, and fruit tarts Smoothies Non-food items including nutrition education materials, except those acceptable under operational or administrative funds Cooked vegetables (not fruits), limited to once per week and must be part of a nutrition education lesson Pre-made Salsa 27

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OPERATING EXPENSES COSTS AND LABOR Operating Expenses are expenses for acquiring, delivering, preparing, and serving fruits and vegetables 1.

31 OPERATING EXPENSES COSTS AND LABOR Operating Expenses are expenses for acquiring, delivering, preparing, and serving fruits and vegetables 1. Operating Costs: Nonfood items under $250 per unit (napkins, paper plates, serving bowls, trays, low-fat dip) 2. Operating Labor: Salaries and fringe benefits for employees performing tasks related to the service of the FFVP Limited to 25% of each month s claimed expenses. Any amount claimed in excess of 25% will require written justification. 31

25% LIMIT ON OPERATING LABOR EXAMPLE Total Claim: $15,692.

32 25% LIMIT ON OPERATING LABOR EXAMPLE Total Claim: $15, Operating Labor: $ % (119.70/ ) Justification NOT Required 32

25% LIMIT ON OPERATING LABOR EXAMPLE Total Claim: $4,528.

33 25% LIMIT ON OPERATING LABOR EXAMPLE Total Claim: $4, Operating Labor: $1, % (1,193.83/4,528.93) Justification would be Required 33

34 SERVING DIPS WITH VEGETABLES If you serve dip with vegetables as part of FFVP, you must choose low-fat, non-fat or yogurt-based dips. Serving size of low fat dip should be what is commonly noted as a serving size for condiments; in most cases, no more than one tablespoons. 34

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36 ADMINISTRATIVE COSTS: Limited to 10 percent of your school s total FFVP grant allocation. Equipment Purchasing or leasing any item that is $250 or greater (refrigerators, coolers, portable kiosks & food bars, etc): Require an approved Equipment justification Form! Equipment purchases must be prorated as only the FFVP portion of the expense may be charged to FFVP. Purchase all necessary equipment no later than December 31, 2012! Labor Salaries and fringe benefits for employees who compile and maintain claims and other reports, plan and write menus, order produce, track inventory, coordinate promotion activities, order equipment, file claims, etc. 36

37 FFVP EQUIPMENT JUSTIFICATION Written justification is required for all items that cost $250 or greater. Approval to purchase an item is not a guarantee that the school has those funds available. Admin funds are capped at 10% of the grant funds. Justification must explain the following: The need for the equipment Why current equipment, if applicable, is not sufficient for FFVP operations How often the FFVP will be offered each week How often deliveries are received Form available online at 37

38 ACCEPTABLE VS. UNACCEPTABLE OPERATING AND ADMINISTRATIVE EXPENSES Acceptable Op Costs Preparation labor Supplies under $250/unit Acceptable Admin Costs Equipment (over $250/unit and must be pre-approved) Planning, ordering, reporting, tracking inventory labor Unacceptable Baskets to make fruit baskets to go home with students for Thanksgiving Nutritional education materials Exercise bands Fruit and vegetable stickers Fruit and vegetable stuffed characters 38

39 REASONABLE AND APPROPRIATE EXPENSES Make sure that all expenses support the FFVP overall goals. If you have any doubts about whether a specific cost is allowable, please contact ISBE to further discuss PRIOR to incurring such costs. 39

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41 SEND CLAIMS TO: Fresh Fruit and Vegetable Program Nutrition Programs Division Illinois State Board of Education 100 North First Street (W-270) Springfield, Illinois OR Fax to: OR 41

42 60 CALENDAR RULE FOR SUBMISSION OF CLAIMS Claims must be received AND approved no later than 60 calendar days from the last day of the claim month or it cannot be processed. 42

43 QUESTIONS

44 CONTACT INFORMATION Call: (local) (toll free) (fax) Website:

The Fresh Fruit and Vegetable Program (FFVP) for Returning Schools

The Fresh Fruit and Vegetable Program (FFVP) for Returning Schools Goals This is a United States Department of Agriculture (USDA) program that focuses on creating healthier school environments by providing