Store_Visit_IDIQ_PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR NATIONAL SNAP RETAILER

MANAGEMENT STORE VISITS

Prepared by:

U.S. Department of Agriculture (USDA) Food and Nutrition Service (FNS)

3101 Park Center Drive Alexandria, VA 22302

Table of Contents

1 INTRODUCTION

1.1 BACKGROUND

1.2 SCOPE

1.3 Tasks

1.4 ORDERING PROCEDURES

2 DESCRIPTION OF WORK

2.1 ORIENTATION TRAINING

2.1.1 ON-GOING TRAINING

2.2 GENERAL INSTRUCTIONS

2.2.2 WHEN STORE CANNOT BE LOCATED

WHEN STORE IS NOT OPEN FOR BUSINESS

2.2.2.14 WHEN A LANGUAGE BARRIER EXISTS

3 STORE TRACKING AND REDEMPTION SYSTEM (STARS)

3.1 Web Service

3.2 Deliverables – Format & Upload

4 PERIOD OF PERFORMANCE

5 PLACE OF PERFORMANCE

6 DELIVERABLES

Monthly Management

1 INTRODUCTION

The U.S. Department of Agriculture, Food and Nutrition Service, Supplemental Nutrition Assistance Program (USDA, FNS, SNAP) seeks a Contractor to support SNAP’s Nationwide Store On-Site Visits. The purpose of the SNAP on-site store visits is to supplement FNS’ ability to visit retail businesses that are applying or renewing their applications to accept SNAP benefits. The Contractor will be collecting data and taking pictures of retail businesses that are applying to accept SNAP benefits. The Contractor may also be asked to collect data and take pictures of retail businesses that are already accepting SNAP benefits as part the reauthorization process. The results of the on-site store visits are used by FNS to confirm the eligibility of each store’s participation in SNAP according to FNS regulations. The Contractor will not make any store eligibility determinations when conducting the on-site store visits.

1.1 BACKGROUND

FNS is the Federal Agency responsible for SNAP. Eligible households are provided with benefits to purchase food at SNAP authorized stores. Stores interested in participating in SNAP must submit an application to FNS for evaluation. Information collected during an on-site store visit is part of the evaluation process. Applications are reviewed to determine whether a store meets eligibility requirements. In Federal Fiscal Year 2014 there were 261,150 SNAP authorized stores. Each year approximately 30,000 new store applications are received by FNS. In addition, each year approximately 20 percent of the currently authorized stores are required to complete a reauthorization process where their continued eligibility to participate in SNAP is evaluated.

1.2 SCOPE

The Contractor shall supply all necessary personnel, material, transportation, computer software, hardware and programming, and equipment to make on-site, in-person visits to any retail food store specified by FNS. This includes retailer food stores in the continental United States, Hawaii, portions of Alaska, U.S. Virgin Islands and Guam.

The Contractor shall perform documented observations -- including photographs of a store's food and non-food areas, counters, coolers, storage areas, etc., a checklist bearing on store appearance and food stock, and a sketch of the store layout so that FNS staff may evaluate these items. These materials are to be gathered by the Contractor based on store visit call orders issued by the FNS.

1.3 Tasks

Task 1: Contractors shall conduct on site visits to specified retailer food stores within the continental United States, portions of Alaska, U.S. Virgin Islands and Guam to conduct store visits. The contractor may not refuse to attempt to visit any store specified by FNS. Historically, there have been approximately 30,000 store visits per year.

Task 2: Contractor shall conduct document observations/data collections for the specified retailer food stores. Please see store attached inventory checklist, Suvery Form, Consent Form for specific details.

Task 3: Contractor shall download document observations/data collections deliviables in FNS’s Store Tracking and Redemption System (STARS).

1.4 ORDERING PROCEDURES

FNS ultizes an automated system for call order management called the Call Order Tracking System (COTS). COTS is a module of the FNS Store Tracking and Redemption System (STARS) store database. FNS utilizes COTS to formulate and transmit call orders, list stores to be visited, establish due dates for receipt of deliverable and transmit confirmation of call order completion, The contractor will need to interact with FNS’s STARS system via web service in order to receive call orders and confirmation of call orders sent by FNS. Calls orders will include, at a minimum,the following information for each store to be visited:

1) store name;

2) street address;

3) telephone number;

4) days and hours of operation;

5) FNS-assigned number for store.

FNS will group store visits by either 10-day or 30-day visits. A call order will only contain one type of visit (either 10-day or 30-day). FNS may issue multiple call orders per day. On average FNS issues 30 call orders per day. A minimum of one (1) store and a maximum of thirty (30) stores may be included on a call order. There may be time period(s) when no call orders will be issued. The Contractor must recognize that the Contractor work will depend on the flow of work into and within FNS. On average FNS requests approximately 600 stores be visited each week. The Contractor is responsible for determining how on-site store visits are grouped by geographic location in order to complete the work within the specified time frames. The Contractor can combine on-site visits from different call orders as needed in order to be efficient.

Calculation of issue dates, due dates, and receipt dates for deliverables:

The call order shall be considered issued at the date and time of successful electronic transmission of call order data to the contractor, via web service. In the event of system problems preventing successful transmission of data for a sustained period of time, and with agreement between FNS and the Contractor, the call order may be transmitted as a *.pdf file attached to email; in this case the issue date shall be the date and time of the email transmission.

30-day call orders will not be issued after 12:00 pm on Fridays (local time for the FNS office issuing the Task Order). 10-day task orders will not be issued on Fridays or on the day before a Federal holiday. Timing for issuance of data collection visit orders will be determined in concert with the Contractor.

The due date for the 10 day call orders is the 10th calendar day and the due date for the 30 day call order is 30th calendar day following the issue date of the delverable. The day the call order is issued will not be counted as a day; day one will begin on the day following the issuance of the Task Order. If the 10th or the 30th day falls on a Saturday, Sunday, or Federal Holiday, the due date shall be the next regular business day. The due date shall be stated on the call order at the time of transmittal to the Contractor. Due date for data collection call orders will be determined in concert with the Contractor. Due dates for receipts of deliverables are not subject to negotiation by FNS Staff or the Contractor except that due dates for data collection call orders will be determined by the FNS COR in concert with the Contractor.

The deliverable shall be considered received on the date and time when it is made available electronically for review by FNS, as of 11:59 pm EST on the due date for all call orders (See Technical Requirements Summary Section 5.0 for a description of how the deliverable shall be made available to FNS). The receipt date for orders received after 11:59 pm EST will be the following business day.

If the received date falls on a Saturday, Sunday, Federal holiday, or other day that FNS is closed, the received date will be the following business day.

2 DESCRIPTION OF WORK

2.1 ORIENTATION TRAINING

The Contractors key personnel shall be required to participate in orientation training on FNS’s Store Tracking and Redemption System (STARS). Orientation training shall be conducted by FNS and will focus on areas such as overview of SNAP program regulations related to retailers, how on-site store visits should be conducted, how the on-site store visits are uploaded into appropriate FNS systems.

2.1.1 ON-GOING TRAINING

Following completion of orientation training, the Contractor shall be responsible for training of all staff, including providing training to new staff within 3 days of being hired. Contractor staff should not be allowed to conduct any on-site store visits prior to receiving training.

2.2 GENERAL INSTRUCTIONS

In accordance with Part 7 CFR 278.1, the Contractor shall provide on-site visit to all retail stores identified in the call orders, request manager’s signature on consent form, fill out survey form and checklist, take photographs, digitally draw a sketch of store, submit all completed documents and photographs to FNS as required per call order. All of these items are considered deliverables as they are produced as a result of the on-site visit.The reviewer cannot provide advice to the store personnel and does not make recommendations or in any way determine store eligibility.

Visits will be conducted nation-wide, which includes the continental United States, Hawaii, portions of Alaska, U.S. Virgin Islands and Guam, and need to be completed within ten (10) days for expedited orders, or within thirty (30) days for routine orders. In some circumstances (e.g. visits ordered for data gathering purposes) a longer timeframe may be designated.

The call order is authorization from FNS to the Contractor to conduct on- visit to the store location to confirm the existence and operation of a food business. Any discrepancies of the store name, owner name(s) or other information from that provided by FNS shall be noted on the survey form, and the visit shall proceed the same as it would in the absence of such discrepancies.

The Contractor must agree to conduct work in all parts of the continental United States, Hawaii, portions of Alaska, U.S. Virgin Islands and Guam. Some stores will be located in remote parts of the territory and some stores will be located in high-crime neighborhoods. The Contractor shall be prepared for the possibility of verbal and/or physical threats to staff and have appropriate procedures in place to ensure staff safety when visits are made in remote areas and high-crime neighborhoods.

For each store listed in the call order, the Contractor shall locate the store and make an unannounced visit in person. The visit shall be no earlier than one half hour after the stated opening time and no later than 8:00 p.m. (local prevailing time) and there must be sufficient light to photograph the exterior of the store. If the store's regular business hours are not within those times, the visit shall be made during a time that the store is stated as being open for business. In this instance the visit shall be no earlier than one-half hour after stated opening time or later than one-full hour before stated closing time. On occasion, the Contractor may be required to conduct the store visit during a specific time period, for example, to visit a bakery within two hours of opening or a fish market, which is only open on weekends.

The Contractor may, if necessary, call the store on the day of or the day before the visit to confirm the store’s hours of operation. The Contractor shall not state the purpose of the visit or schedule the visit during the call. If a call is made, the Contractor shall document the call (date, time, response) on the survey form in the “comments” section.” If, as a result of such a call, the Contractor learns that the store is not open for business and is not expected to be open until after the due date, the Contractor shall consult the FNS Contracting Officer Representative as to whether the visit shall be cancelled.

When conducting a store visit, there are six possible outcomes. These include: 1) store is open for business; 2) store cannot be located; 3) store is out of business;

4) store is not open for business; 5) consent is refused; and, 6) language barrier exists. The following section outlines the procedures that should be followed in each instance.

Note: The Contractor may not refuse to attempt to visit any store specified by FNS.

CONFLICT OF INTEREST:

Contractor staff may not conduct visits to stores owned or operated by family members or at which family members may be employed. Family members are defined as a grandparent, parent, child, brother, sister, spouse, or in-law.

COMPLETING THE SURVEY FORM

Upon receipt of the signed consent to proceed, the Contractor shall complete a survey form in accordance with the instructions stated below. See Attachment C for a sample of a survey form. The survey form is subject to change depeneding on changes to FNS policy. Documentation of each observation shall be captured on this form, including the exterior and interior of the store.

GENERAL STORE INFORMATION – OUTSIDE THE STORE

The Contractor shall make initial observations outside of the store. The Contractor shall record and/or verify the following on the survey form:

1. Store Name, Owner Name(s), Store Phone Number, Physical and

Mailing Address Information

2. Posted Hours of Operation

The Contractor shall list actual posted days and hours of operation, which are generally located on the entrance door to the store, or posted on the window.

Sometimes the days/hours of operation are listed on the sign with the store name or posted inside the store near the door. If no hours/days of operation are seen posted, the appropriate box on the survey form shall be checked. The Contractor shall then ask what the operating hours are and note them in the appropriate area of the survey form.

3. Description of Location/Area

The Contractor shall complete questions on the survey that capture information on the type of location and the area in which the store is located.

4. Secondary Customer Entrance/Drive Through/Night Window

The Contractor shall indicate whether there are any secondary customer entrances, including drive-thru access, or limited access (night-window) alternatives for store customers. Other types of secondary customer entrances include: those used by retail customers in a wholesale establishment, or by customers purchasing prepared foods for carryout, or those providing limited access or open at limited times or those with entrances from adjoining businesses. The Contractor may see a secondary entrance while approaching the building. If a public drive exists, the Contractor shall drive around the building to check for any secondary entrances. The Contractor shall stay in his or her vehicle and not put himself/herself in a dangerous position by looking for a hidden entrance. Once inside the store, the Contractor shall check for any secondary customer entrances, which can be seen from the inside of the store.

GENERAL STORE INFORMATION- INSIDE THE STORE

The Contractor shall make the majority of their observations inside the store.

The Contractor shall spend a few minutes at the front end of the store to complete the general store characteristics. The Contractor shall record the following on the survey form:

1. Shopping Carts/Baskets Available

The Contractor shall note whether shopping carts and baskets are available in public areas for customer use (and photograph them), versus there being only bags and boxes available. The Contractor shall take one photo of the baskets and carts in public area unless there is more than one main location for them, in which case the Contractor will need to take more than one photo.

2. Number of Cash Registers

All cash registers may not be located at the front of the store. The Contractor should ask how many there are, if in doubt. The Contractor shall check for registers behind Plexiglas walls, which are often difficult to see. If there are no cash registers at a check-out area indicate if there are adding machines or calculators used for totaling customer purchases.

3.Point of Sale (POS) Devices

The Contractor shall indicate on the survey form whether or not a store has any POS devices, and if so, how many. These are the small machines that are used when conducting debit or credit transactions. They can be part of the cash register system. Separate POS devices for SNAP and other government-issued benefits may be used for EBT (electronic benefits transfer). The number of POS devices for SNAP may differ from the number of cash registers or the number of POS devices for credit/debit cards. The Contractor should ask how many POS devices are used for SNAP, if in doubt. Contractors shall not count POS devices at gas pumps, car washes or for other outside operations not related to the sale of food items.

4. Optical Scanners

The Contractor shall indicate whether the store has any optical scanners.

These are the devices used to scan food product bar codes. It is generally easy to distinguish the presence of optical scanners in a large supermarket;

however, these can easily be missed in smaller stores. Smaller stores often have an optical scanner(s), but it may be a small, handheld device. The Contractor shall check closely for such devices. The Contractor should ask if there are any, if in doubt. Optical scanners must not be confused with scales or with POS devices.

5. Are Hot Foods Served/Is There a Cold, Prepared Food/Deli Section

The Contractor shall indicate on the survey form if any hot food is served at the store and if so, what type(s). The Contractor shall also indicate if the store has a deli section and/or sells cold, prepared food, and if so, what type(s).

Some stores will have a take-out food counter or deli and others may have just a few hot or cold prepared items at the counter, such as hot dogs, pizzas, chicken, sandwiches, salads, etc.

The Contractor shall note in the “Comments” section whether food for sale for home preparation and consumption is stored or displayed with the same food stock used for preparing hot and/or cold foods intended for on-site consumption. This information should be provided on the Survey Form, although these food items are not to be counted on the checklist (see Items Not To Be Counted ), in photographs nor in the store.

6. Is There a Dining Area

The Contractor shall indicate whether or not the store has an area for on-site consumption with chairs, tables, counter seating, or booths on the survey form and, if so, note what type. The types of dining areas encountered will vary greatly. There may be just one table and a few chairs available for customers to use while consuming food or beverages for sale in the store, a stand-up counter, a fast food area with booths, or a restaurant-type dining area.

7. What Foods Are Being Stored in Areas Outside of the Public View

If store personnel indicate that food available for sale is stored away from the main publicly-viewable selling area, ask about the types of foods and general quantities, and a description of the location and note the answers in the Comments section (for example, “cases of canned goods are stored in the basement or cases of meat in backroom freezer”)

FOOD INVENTORY

The Contractor shall note the general characteristics of the store as they move about to begin the food inventory. Most items are self explanatory, but listed below are some that require specific explanation.

1. Non-Food Stock and Services

The Contractor shall check off on the survey form any nonfood items carried in the store and note in the ”Comments” section, other items carried in significant quantities that are not on the form.

If the store does not carry items in all four staple food categories, the Contractor shall ensure that a note is made at the bottom of the appropriate food category on the checklist to document that no items in the category were observed and that photographs and the sketch reflect the portion of non-food items carried by the store.

2. Store Conditions

The Contractor shall check all that apply and provide details in the comment section.

3. Dusty/Faded Labels

Some stores will be obviously dirty. Sometimes at first glance, things look neat and tidy. However, the Contractor may find canned and packaged items that are covered with dust, as if they have been sitting in the same spot for a long time.

Note observation details in the comments section/

4. Empty/Broken Coolers/Freezers

The Contractor shall note observations of coolers that are broken, or just empty in the "Comments" section.

5. Empty Shelves

The Contractor shall indicate whether there are any empty shelves. The Contractor shall indicate if the shelves are entirely empty, or if food items have been pushed to the front of the shelf and the space behind them is empty. The Contractor shall note any variances in the "Comments" section.

6. Other Comments

The Contractor shall include any noteworthy observations in writing in the “Comments” section of the survey form. There is no precise definition for this section, but in addition to elaborating on other areas of the survey form, the Contractor could include such things as: (1) No customers, or (2) Store very busy.

7. Survey Certification

The Contractor reviewers shall print his/her name, and sign the survey form.

The date and beginning and ending time of the visit shall also be provided. If a revisit to the store needs to be conducted, or a second attempt is made if the store was closed on the first attempt, both the first and second dates and times should be provided.

COMPLETING THE INVENTORY CHECKLIST

The Contractor shall complete the Checklist (Attachment D) in accordance with the following instructions. The Contactor shall document observations of foods belonging to the four staple food categories. General instructions and examples of food items for each category are listed below:

A. GENERAL INFORMATION: COUNTING UNITS

For each type of food observed in the store, the reviewer shall record in the appropriate column of the checklist: 1) a count of the number of units of each food item, and 2) if any of those items are perishable foods.

1 - 5 Units: The Contractor shall note the ACTUAL number of units found, or

6 - 20 Units: The Contractor shall put a check mark in the column under this heading, or

> 20 Units: The Contractor shall put a check mark in the column under this heading.

** A UNIT is counted "as sold as". Example: A six pack of juice is counted as one unit, not six; unless sold individually.

A unit is determined by the manner in which items are marketed and sold. In well-stocked stores, there may be many items with more than 20 units. It is not necessary to count every item. For example, if a store obviously has more than 20 units of a particular type of item, the column for that item can simply be marked without determining an actual count.

It is important to remember: (1) Different sizes are not different varieties; and

(2) Variety is not multiple brands. A store that has a national brand and a store brand of a particular food type has only (one) 1 variety of that food type.

Counting Perishable (Fresh/Frozen/Refrigerated) Items The Contractor shall indicate if there are any perishables for any row in each category on the checklist for which quantities are noted.

Perishables are:

1) Fresh Foods (F) that could spoil or suffer significant deterioration in quality within twoto three weeks,

2) Frozen Foods (F)

3) Refrigerated Foods (R).

It is suggested that the review of the staple food stock begin by counting the perishable items in each food group first. Once it has been determined that any one food type has more than 20 units, there is no need to count any more items of that food type.

Example: If a store has 20 loaves each of fresh white and whole wheat bread, and 5 loaves of frozen rye bread, the Contractor shall indicate that the store has greater than 20 units of Loaf Bread, and check the F/F/R column.

CATEGORY BREAD/CEREALS

CATEGORY:

Breads/Buns/Rolls (Fresh): The Contractor shall include all types of packaged breads, hot dog/hamburger buns, sub/hoagie buns, dinner rolls, muffins, etc.

Tortillas/Pitas: The Contractor shall include all flat breads, which are usually found in the same section as the breads listed above, and tortillas, which are usually found in the refrigerated section.

Breads (Refrigerated): The Contractor shall include biscuits in a can, crescent rolls, English muffins, bread sticks, pie crusts, etc.

Breads (Frozen): The Contractor shall include packaged loaves to be baked, bagels, garlic breads, dinner rolls, etc.

Cereals (Hot/Cold): The Contractor shall include all varieties, boxed, bagged, instant, flakes, oatmeal, cream of wheat, etc.

Pastas: The Contractor shall include all varieties of noodles, spaghetti, rigatoni, lasagna, macaroni, Cup of Noodles, and other pastas. The Contractor shall also include combination items whose primary ingredient is pasta, such as macaroni and cheese, and hamburger/tuna helpers.

Rice: The Contractor shall include all varieties, boxed and bagged mixes, white, brown, wild, specialty rice, etc.

Flour/Grits/Corn Meal: The Contractor shall include all varieties. Flours could include white, wheat, buckwheat, bran, etc.

Crackers/Stuffing Mixes: The Contractor shall include all types of crackers; i.e., saltines, snack, soup, oyster, party crackers, etc. Stuffing mixes may be boxed or in bags.

Infant Cereals: The Contractor shall include all varieties. Infant cereals are usually boxed and are available in only a few varieties; i.e., rice, rice & banana, etc.

NOTE: Breads marketed as animal feed are not considered food for human consumption and should not be included.

DAIRY PRODUCTS CATEGORY:

Milks (Fresh): The Contractor shall include all types; i.e., whole, low fat, skim, white, chocolate, buttermilk, goat’s milk, kosher milks, Smilks (these are fruit flavored milks). NOTE: Rice and soy milk, and cream of coconut are NOT dairy products.

Milk (Canned/Powdered): The Contractor shall include evaporated milks, condensed milks, and powdered milk.

Cheeses: The Contractor shall include all types; i.e., block, sliced, grated, shredded, processed, American, Colby, Swiss, Velveeta, cheese dips etc.

Cheeses can be packaged or sold by the pound, as found in a deli.

Cottage Cheeses/Cream Cheeses: The Contractor shall include all varieties;

large and small curd, low fat, cream cheeses that are flavored, and spreadable cheeses.

Butter/Margarine: The Contractor shall include quarters, pounds, and tubs.

Yogurt (Fresh): The Contractor shall include all flavors, singles, pints, and quarts.

Infant Formula: The Contractor shall include canned and powdered infant formula which is animal-based, rather than plant-based.

MEAT/POULTRY/FISH CATEGORY:

Eggs (fresh): The Contractor shall include eggs in a carton, brown, white, and egg substitutes.

Fresh Meats/Poultry: The Contractor shall include both fresh meat and poultry as found at a meat counter to be packaged by customer request, and fresh meats and poultry that are ready wrapped in a variety of cuts and types such as hamburger, steaks, pork chops, lamb, sausage, fryer chicken, stew meats, etc.

The Contractor shall note if "Meat Bundles" are offered. These are special bulk or family-sized packages for a discounted price. For example, a BEEF BUNDLE may include 10 lbs. of ground beef, 10 cube steaks, and 5 lbs. of stew meat for one price. There are also chicken and pork bundles, as well as variety bundles.

The promotion of meat specials or bundles shall be noted on the Survey Form, and copies of any advertising flyers promoting such specials shall be included with the deliverable.

Meat/Poultry (Frozen): The Contractor shall include all varieties of frozen meats and poultry. Examples include ground beef, hamburger patties, fried chicken, family pack Salisbury steak, Bratwurst, sausages, etc.

Meat (Processed/Packaged): The Contractor shall include all packaged sandwich meats(bologna, olive loaf, ham, pickle loaf etc.), hot dogs, sausages and meats in frozen multi-ingredient meals or frozen combination heat-and-serve items.

Deli Meats: The Contractor shall include all varieties of deli meats, both those sliced upon request and those that are already sliced and sold by the pound. Deli meats can include bologna, turkey, salami, ham, chicken, roast beef, olive loaf, etc.

Meat/Poultry Canned: The Contractor shall include all varieties of canned meat and poultry. Examples include Spam, Vienna sausages, chunk chicken and ham, meat spreads, potted meats, etc.

Fish/Seafood (Fresh): The Contractor shall include all varieties of fresh fish and seafood including fish and seafood that is packaged upon customer request or pre-wrapped.

Fish/Seafood (Frozen): The Contractor shall include all varieties of frozen breaded fishes, fish sticks, frozen filets, shrimp, etc.

Fish/Seafood (Canned): The Contractor shall include all varieties of canned fish and seafood. Examples include tuna, salmon, mackerel, oysters, shrimps, clams, sardines, herring, etc.

Jerky: The Contractor shall include all types of jerky. Examples include beef, chicken etc.

FRUITS/VEGETABLES CATEGORIES

Fresh Fruits: The Contractor shall include all varieties of fresh fruits.

Common examples include apples, bananas, oranges, peaches, pears, etc.

Some fruits will be packaged, some loose, and some may be seasonal items.

Frozen Fruits: The Contractor shall include all varieties of frozen fruits such as strawberries, blueberries, mixed fruits, etc.

Canned Fruits: The Contractor shall include all varieties of canned fruits.

Common types include fruit cocktail, peaches, pears, mandarin oranges, pineapple (sliced, chunks, crushed), applesauce, etc.

100% Juice (Fresh): The Contractor shall include all varieties of fresh juice, such as orange juice, apple juice, and grape juice. The 100% juice mark must be on the container for the item to count as juice. These juices are usually found in the refrigerated section and may be packaged in plastic containers like milk.

Juice drinks such as Five-Alive, Sunny Delight, and anything ending in “ade” are not 100% juices and shall not be included.

100% Juice (Frozen): The Contractor shall include all varieties of frozen 100% juice. The 100% juice mark must be found on the container for the item to count as juice. Fruit or juice drinks as defined above are not to be counted.

100% Juice (Canned/Bottled): The Contractor shall include all varieties of canned and bottled juice. The 100% juice mark must be found on the container for the item to count as juice. Examples include tomato, carrot, and V-8. Hi-C is not 100% juice, nor is Gatorade. Items that say beverage or drink generally are not 100% juice.

Dried Fruits: The Contractor shall include all varieties of dried fruits, such as raisins, prunes, apples, apricots, figs, dates, etc.

Fresh Vegetables: The Contractor shall include all varieties of fresh vegetables. Common examples include potatoes, tomatoes, onions, lettuce, and carrots. NOTE: "Deer Feed" vegetables are not considered food for human consumption, and shall not be included.

Frozen Vegetables: The Contractor shall include all varieties of frozen vegetables, such as green beans, corn, mixed vegetables, peas, potatoes, etc.

Canned Vegetables: The Contractor shall include all varieties of canned vegetables, such as mixed vegetables, green beans, peas, sauerkraut, all beans (baked, navy, kidney, etc.), corn, potatoes, tomatoes of all types (stewed, paste, sauces, whole, spaghetti sauces), etc.

Dried Vegetables: The Contractor shall include all varieties of dried vegetables. Examples include beans, peas, boxed potatoes, etc.

Infant Fruits/Vegetables: The Contractor shall include all varieties of infant fruits and vegetables marketed for young children. Do not include fruit cobblers, etc.

Infant Juice: The Contractor shall include all varieties of 100% juice marketed for young children. The 100% juice mark must be found on the container for the item to count as juice. Fruit or juice drinks as defined above are not to be included.

Infant Formula: The Contractor shall include canned and powdered infant formula, which is plant-based, such as made from soy beans.

C. COMBINATION FOODS/MULTI-INGREDIENT ITEMS

The Contractor shall include combination foods such as pot-pies, pasta, pizza, canned chili, and soups in the category which represents the main ingredient of the food item. A combination food should be counted as a unit of the food item that represents the primary, or most common, ingredient. This can be determined by checking the ingredients label. However, TV dinners that have two or more separate staple food servings that include meat, poultry or fish should be counted as meat, poultry or fish. Vegetarian TV dinners should be counted as the main vegetable staple food. If the main ingredient is not listed on the checklist, the Contractor shall write-in the item of combination food in the blank spaces provided on the Checklist.

D. OTHER STAPLE FOODS

The Contractor shall also include “other staple foods”, defined as items that are not specifically listed on the Checklist, but are types of staple foods which may be found in retail stores.

E. ITEMS NOT TO BE COUNTED

There are certain food items found in retail food stores that are not to be counted on the checklist nor included in photographs, except as noted in the required photos section or if incidental to a photograph taken of a required item. Some are accessory foods that FNS does not consider when deciding if a store is eligible. Other examples include items for employee personal use and items used for producing an item for sale (such as flour used to make bread that is sold in the store).

Accessory Foods: Are considered non-staple food items and include: condiments (catsup, mustard, pickle relish etc.), snack foods (single serving items such as potato chips etc.), candy, spices, coffee, tea, cocoa, sodas and non-carbonated drinks other than 100% juice

Hot Foods and Hot or Cold Ready-to-Eat Foods: Hot foods such as cooked pizza, hot dogs and rotisserie chickens or cold freshly-prepared foods sold for takeout, such as prepared sandwiches and salads. Hot or cold foods marketed to be eaten in the store, such as soups and sandwiches,

2.2.1.1 COLOR PHOTOGRAPHS OF STORE INTERIOR

EXTERIOR PHOTOGRAPH(S)

The Contractor shall take color photographs that will show the following: The storefront/customer entrance showing the building with store name visible (if posted), the secondary customer entrance if applicable; and the “night-window” if applicable. If store merchandise is displayed outside the front of the store, including gas pumps, either the exterior photo of the storefront shall show this or a second photo which shows this shall be taken.

The exterior photo(s) should be taken prior to entering the store when possible. Regardless of whether the exterior photo(s) is taken before or after the interior of the store is visited, an exterior photo(s) is required for all stores visited, including incomplete visits.

The Contractor shall provide digital color photographs as listed below.

Contractors shall include a minimum of 20, not to exceed 30, in-focus color photos with each store visit deliverable submitted. This includes photos for each staple food category, non-staple/eligible food stock and non-food stock to capture the overall nature of the store's business. Of the 20 to 30 photographs, the Contractor shall exercise discretion in determining how many photos to take of each of the following categories, ensuring that all categories are properly included among the photographs and reflect the entries on the checklist.

− Meat, poultry, fish staple food section(s). If concentrated in one part of store, take photo(s) that best shows breadth and depth of stock. If relevant products are located in more than one aisle, take photos that include most of the items checked on checklist. Perishable items should be well represented in photos.

− Bread, cereals staple food section(s). If concentrated in one part of store, take photo(s) that best shows breadth and depth of stock. If relevant products are located in more than one aisle, take photos that

− Vegetables, fruit staple food section(s). If concentrated in one part of store, take photo(s) that best shows breadth and depth of stock. If relevant products are located in more than one aisle, take photos that

− Dairy products staple food section(s). If concentrated in one part of store, take photo(s) that best shows breadth and depth of stock. If relevant products are located in more than one aisle, take photos that

− Cash register/checkout area. Take photo(s) that best shows the total checkout area (s) showing all cash registers in an overview photo to the extent possible. Photo(s) should not be shot from behind counters;

they should be taken from in front of the counter and capture the depth and breadth of the checkout area.

− Non-foods: Take photo(s) that best shows the breadth and depth of items. Items carried in the largest quantities should be well represented in photos, and noted on the survey form. If alcoholic beverages are present, they must be photographed in addition to any other nonfoods in significant quantity.

− Other:

• Take photo(s) of any dining area, posted menus, price lists, both permanent and for special sales, meat bundles and hot foods and cold prepared foods for takeout.

• Take a photo of any separate area routinely used for storing food available for sale, such as a walk-in cooler, if such a photo can be taken while standing in a publicly- viewable area of the store (for example, by opening the cooler door and shooting from the doorway) or in a non-public area if there are no safety concerns (at the discretion of the reviewer); if store personnel advise you such an area exists, but it is not readily accessible from the public area and there are safety concerns in viewing/photographing that area of the store, make a note in the Comments to that effect.

− Store Overview: Take photos of the entire store from a corner or other location in the store, to get the best overview, typically as customers would see walking into the store. If possible, stand on a step ladder or a sturdy empty crate to get the best angle. Otherwise, hold the camera above the shelving and aim diagonally downward.

2.2.1.2 SIGNED STATEMENT BY PHOTOGRAPHER

The Contractor shall include a signed statement by the reviewer (See Attachment E) that verifies the photographs are the ones taken of the subject store and they accurately portray the situation at that store on that date and time. The certification shall be signed by the reviewer and submitted as a PDF (portable document format) file with the photographs.

2.2.1.3 DIGITAL SKETCH OF STORE

The Contractor shall provide a digital sketch of the store layout to provide an overview of the entire store and sense of the variety and depth of stock in the store and at a minimum, to identify where various items are located in the store. The main products on each store shelf should be recorded. Summary labels such as “canned vegetables” may be used where appropriate. Please refer to the Operational Constraints for SNAP Store Visit for complete instructions.

The Contractor shall provide, in PDF file format, a sketch of the store layout to provide an overview of the entire store and a sense of the variety and depth of stock in the store and, at a minimum, to identify where the following items are located in the store:

1) Staple foods

(meat, poultry, fish sections; bread, cereal sections; vegetables, fruit sections; and dairy product).

2) Dining/carry-out areas

Include cold prepared ready-to-eat and hot food sales areas.

3) Non-foods Various stock and services provided by the store.

4) Store entrance(s)

Front entrance(s); side and rear entrance(s); retail customer entrance(s) in wholesale establishments; and carryout customer entrances in stores or restaurants.

5) Cash register(s)/point-of-sale devices/check-out area(s)

Front-entrance location(s); drive-thru windows; secondary or rear-entrance location(s);

location(s) throughout store; and location(s) behind plastic barrier/security areas.

6) Food stored out of public areas, out of view If store personnel indicate that staple food available for sale is routinely stored in a location away from the main publicly-viewable selling area, obtain enough information to indicate the general location/type of storage, relative to the main area of the store. For example, if store personnel state that additional canned goods and a freezer with meat are located in a basement, note that on a sketch, and, if ready visible, mark the entrance to the basement on the sketch

7) Freezers and coolers in public view Sketches should be as detailed as possible, while remaining neat and legible. It is not necessary to write every single item on the sketch. The main products on each shelf or in each store section should be recorded.

Summary labels such as “canned vegetables” may be used, where appropriate.

8) What is the square footage of the public area inside the store?

The Contractor shall estimate the square footage of the inside the store where the public shops. This should cover all areas that the public can view in the store, including the check-out area. It is not intended to include storage areas in another location, such as a basement or back room (See #8 below). In addition, the Contractor shall estimate the percentage of square footage in the public area where different types of items are sold. This should include areas for staple foods, alcohol, non-food items, prepared ready-to-eat foods, restaurant areas, and any unusual areas if there are any.

9) Is food available for sale stored in areas other than the public area?

If so ask what the estimated square footage is and if there is a response, include this square footage separately on the survey form.For example, additional frozen items maybe stored in a walk-in freezer in a back room.

This information can be determined only by asking the store personnel.

2.2.1.4.1 COPIES OF STORE SALE FLYERS

The Contractor shall obtain a copy of any promotional flyers available to customers in the store which advertise special sales occurring at the time of the visit. Such flyers may include a variety of food categories or specify items in one particular category. These flyers shall be included with the deliverable.

If multiple copies of the advertisements are not available to customers, such as those posted in a common area, then a photo (s) shall be taken which provides an adequate representation of such promotions. Such photos should be clear enough to allow the viewer to be able to read the information displayed.

2.2.2 WHEN STORE CANNOT BE LOCATED

2.2.2.1 DOCUMENT SURVEY FORM

The Contractor shall report on the survey form that the store could not be located at (give time) on (give date) at the prescribed address. The Contractor shall also attempt to locate a store with the same name near the specified address (within at least the equivalent of two city blocks), including inquiring of personnel in at least one other business establishment, and so note on the Survey Form. If such a store is not found, the Contractor shall report the store as not located at or near specified address on the survey form, and in the “Comments” section, note what attempts were made to locate the store.

PROVIDE PHOTOGRAPHS OF AREA

If no store can be located at the specified address, the Contractor shall provide FNS with four (4) color photographs of the immediate area, with any street address(s), street signs or route markings visible, to confirm store is not at or near the specified address.

2.2.2.2 SIGNED STATEMENT BY PHOTOGRAPHER

The Contractor shall include a statement that verifies the photographs are the ones taken of the alleged location of the subject store and that they accurately portray the situation at that location on that date and time. The certification shall be signed by the photographer and submitted as a PDF (portable document format) file with the photographs.

2.2.3 WHEN STORE IS OUT OF BUSINESS

2.2.3.1 DOCUMENT SURVEY FORM

The Contractor shall report on the survey form that the store was found to be out of business at (give time) on (give date) at the prescribed address.

The Contractor shall also check to find out if the store may have relocated by attempting to locate a store with the same name near the specified address (within at least the equivalent of two city blocks), including inquiring of personnel in at least one other business establishment, and so note on the survey form. If such store is not found, the Contractor shall note in the “Comments” section, what attempts were made to locate the store.

2.2.3.2 PROVIDE PHOTOGRAPHS

The Contractor shall provide FNS with four (4) color photographs of storefront/customer entrance that shows building facing street with store name visible (if still posted) and secondary customer entrance, if applicable, and any signs on the door or in the window that indicate what the status of the store is.

2.2.3.3 SIGNED STATEMENT BY PHOTOGRAPHER

The Contractor shall include a statement that verifies the photographs are the ones taken of the alleged location of the subject store and that they accurately portray the situation at that location on that date and time. The certification shall be signed by the photographer and submitted as a PDF (portable document format) file with the photographs.

2.2.4 WHEN STORE IS NOT OPEN FOR BUSINESS

2.2.4.1 MAKE AN ADDITIONAL ATTEMPT

If store is located, but not open for business, the Contractor shall make at least one additional attempt to visit the store during the reported hours of operation.

The second visit shall be made after a minimum of two hours from the time of the first attempt, unless this would fall during a time when the store would normally be closed, in which case the second attempt would need to be made no earlier than the next day the store is normally open.

If the second attempt fails, the Contractor shall report the store on the survey form as not open for business at either (give times) on (give dates). Times and dates shall be given for both attempts. A note should be made as to whether or not the store’s days and hours of operation are posted and, if so, what they are.

Take photographs as previously described.

An exception to the requirement that a second attempt be made is if information is obtained on the first visit, which removes the need for another attempt. For example, if the store is not expected to be open before the due date of the call order. Such information and its source must be noted on the Survey Form.

2.2.4.2 IF NOTE/SIGN POSTED

If there is an indication that the store will reopen later on the same day as the initial attempt, the second attempt should be made between the time the store is expected to open and one hour from the store’s expected close of business for that day.

If there is an indication that the store will reopen within a few days of the initial attempt, the Contractor should determine whether the second attempt can be made given the 10 or 30 day call order deadline in which to complete the visit. If a second attempt is not possible, the Contractor shall report the store on the survey form as not open for business at (give time) on (give date) and take photographs as previously described, including a photograph(s) of the posted note/sign indicating when the store will be reopened. If a second attempt is possible, the Contractor shall proceed, including a photograph (s) of any posted sign/note if the store remains unopened.

2.2.4.3 PROVIDE PHOTOGRAPHS

The Contractor shall provide FNS with four (4) color photographs of:

storefront/customer entrancethat shows building facing the street with store name visible (if posted), secondary customer entrance if applicable, and note/sign (if posted) indicating when/if store will reopen.

2.2.4.4 SIGNED STATEMENT BY PHOTOGRAPHER

The Contractor shall include a statement that verifies the photographs are the ones taken of the subject store and that they accurately portray the situation at that store on that date and time. The certification shall be signed by the photographer and submitted as a PDF (portable document format) file with the photographs.

2.2.5 WHEN CONSENT IS REFUSED

2.2.5.1 PROVIDE EXPLANATION STATEMENT TO STORE

If the store representative refuses consent, the Contractor shall provide the person refusing consent with a statement in the Letter of Introduction that explains:

"The Food and Nutrition Service (FNS) has informed the Contractor that without the reviewer’s completed observations, FNS cannot process its review of the store’s eligibility, and may therefore deny or withdraw this store's authorization to accept SNAP benefits based on SNAP Regulations. Program regulations require stores to provide FNS with necessary information."

If feasible, the Contractor shall wait for the store owner or manager to read the letter before leaving the store. If the store owner or manager reconsiders and decides to sign the consent form after reading the letter or contacting FNS, the Contractor shall continue to conduct the visit. If not, the Contractor shall leave the store.

PROVIDE DOCUMENTATION TO FNS

If the attempt to obtain consent from the store owner, manager or person left in charge of the store is unsuccessful, the Contractor shall provide documentation to that effect. For any attempts that were made to obtain consent, the Contractor shall write on the survey form, consent form, or any other document included in the deliverable, the following information: 1) store name, 2) date of visit, 3) name, title, or other description of the person refusing consent, and 4) a brief explanation describing the situation (i.e., language barrier, outright verbal refusal, inability to contact owner, etc.). A note should also be made of whether the explanation statement provided was explained to the store personnel.

2.2.5.2 PROVIDE PHOTOGRAPHS

The Contractor shall provide FNS with four (4) color photographs of the following: storefront/customer entrance that shows building facing the street with store name visible (if posted) and secondary customer entrance if applicable.

The exterior photo(s) should be taken prior to entering the store, but a stranger to the area pulling…