Attachment C.docx
DOCX document 16 KB Posted
- Attached to
- SCDE-USDA Food Delivery
- Solicitation number
- 5400030291
- Issued by
- Richland County, South Carolina
About this file
This document is a process flowchart explanation for the SCDE-USDA Food Delivery program in South Carolina, detailing the annual cycle and operational procedures for food distribution to Recipient Agencies (RAs). The process begins in January when the USDA determines meal reimbursement rates for the upcoming school year based on the previous year's finalized Total Lunches Served (TLS) data, which is typically established by November. State agencies then allocate funding to RAs for the Food Distribution Program (FDP) in late January or early February, after which RAs complete an Annual Survey by the end of February to determine their preferred distribution method. The state agency subsequently places commodity orders through USDA's Web Based Supply Chain Management (WBSCM) system according to USDA deadlines, typically in March, after securing delivery destinations. Commodity deliveries to the state-contracted warehouse begin as early as July 1 and continue throughout the school year, generally concluding by March or April. RAs place orders for Direct Delivery items, Fee for Service products, and selected Net Off Invoice items through various systems for warehouse delivery and remit monthly payments to cover delivery and storage assessments.
The FDP accommodates three distribution pathways: Direct Delivery of minimally processed items received as dry, cold, or frozen products through the state-contracted warehouse; Processing of bulk raw materials diverted to approved processors for end-products, with Fee for Service items delivered via the state warehouse and Net Off Invoice products delivered through broadline distributors or direct from processors as selected by RAs; and DoD Fresh, a produce program ordered through an online portal with delivery by DoD-selected vendors. The state agency does not provide payment for warehouse deliveries; RAs are responsible for all associated costs. This structure ensures efficient commodity distribution while allowing RAs flexibility in selecting delivery methods that best suit their operational needs and supply chain preferences.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment B.vsdx | VSDX drawing | |
| Solicitation.pdf | ||
| Attachment F.xlsx | XLSX spreadsheet | |
| Attachment A.docx | DOCX document | |
| Attachment D.pdf | ||
| Attachment E.xls | XLS spreadsheet |
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Text version
Process Flowchart Explanation
1. USDA determines the meal reimbursement rate for the upcoming school year. Each state receives funding based on the previous year’s finalized Total Lunches Served (TLS). Occurs annually, typically in January. Finalized TLS is not established until around November each year. Ex. SY 26-27 funding was initially distributed in January SY25-26, using data based on TLS data from SY24-25.
2. State Agencies determine how much funding to allocate to Recipient Agencies (RAs) for the Food Distribution Program (FDP). Occurs annually, typically in late January or early February.
3. RAs complete the Annual Survey, determining which facet of the FDP to divert funds. Surveys typically close by end of February each year.
a. Direct Delivery- minimally processed food items. Received as dry, cold, or frozen items. DD inventory is exclusively delivered by the state contracted warehouse, unless RA has its own designated warehouse for receiving (Richland 1)
b. Processing- bulk, raw materials that are diverted to approved Processors to turn into usable end-products. End-products determined to be Fee for Service (typically pork and beef), are delivered through the state contracted warehouse. RAs can elect to have Net Off Invoice (NOI) determined end-products to be delivered through broadline distributors or the state contracted warehouse. Some RAs may elect for Direct Ship from Processors. NOI delivery selection is determined by the RA in conjunction with their broadline distributor and Processor.
c. DoD Fresh- Fresh produce program operated by DoD and DLA. Product is ordered through online portal and delivered through DoD selected vendor. No DoD Fresh items are delivered through the state contracted warehouse.
4. State Agency reviews Annual Survey results and places orders for commodities through USDA online portal, Web Based Supply Chain Management, WBSCM according to USDA deadlines. First deadline is typically in March. State Agency must have secured delivery destination prior to placing orders.
5. Trucks begin to arrive at state contracted warehouse at the beginning of each school year, as early as July 1. Deliveries continue throughout the year, typically concluding in March or April.
6. RAs place orders for DD, FFS, and selected NOI items through various systems for delivery from state contracted warehouse.
7. State contracted warehouse assesses fees (delivery & storage) to be billed to RA on monthly basis.
8. RAs remit payment to state contracted warehouse. State Agency does not provide payment for deliveries to state contracted warehouse.
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