SFSP Pre-Qualification Form - Child Nutrition

SFSP Pre-Qualification Form - Child Nutrition

Summer Food Service Program New Prospective Sponsor STEP ONE 10/30/20 17 This institution is an equal opportunity provider. 1 Code of Federal Regulations

7 CFR Part 225.14 (c)(1) states No applicant sponsor shall be eligible to participate in the Program unless it demonstrates financial and administrative capability for Program operations and accepts final financial and administrative responsibility for total Program operations at all sites at which it proposes to conduct a food service. 2 Presentation Goals Communicate SFSP Financial and Administrative Capability requirements. List the required documents.

Demonstrate steps on how to complete and submit the New Sponsor PreQualification Packet. 3 http://www.fns.usda.gov/sites/default/files/sfsp/AdminGuideSponsors.pdf 4 Main Partners for Children State Spons ors Agenci

es Sites Childr en 5 The State Agency (SA) 6

Who Can Be A Sponsor? Public/Private Non-Profit Organizations Unit of Local, Municipal, County, Tribal or State Government Public or Private Non-Profit Camp Public or Private College or University Public or Private Non-Profit School Food Authority (SFA) 7 To be deemed eligible: Demonstrate Financial and Administrative

Capability Not Be Seriously Deficient Serve Low-Income Children Provide Year-Round Service 8 Sponsor Responsibilities Attend the Require Annual Continuing Education

(RACE) Locate and recruit eligible sites Monitor, evaluate and sustain sites Hire, Train and Supervise Staff/Volunteers Competitively procure purchases Maintain program documents for 3 years, plus the current year Prepare and File Claims for Reimbursement 9 S. T. E. P.

Sponsor Training Education Program Success: Step-by-Step 10 Receive Approval and Start the Program Step 1 Pre-Screening/Pre-Qualification Step 2 Program Agreement/Online Application Step 3 Required Annual Continuing Education (Online & LIVE) Step 4 SFSP Sponsor Action Plan

Step 5 Start the Program After Approval 11 Pre-Screening & Pre-Qualification STEP 1 Pre-Screening/ Pre-Qualification ITEMS REQUIRED

Step 1

Review the SFSP Fact Sheet for additional information about administering this federal program. Still interested? Complete the SFSP Pre-Screening Tools to see if your organization is eligible to sponsor the Summer Food Service Program next summer. Upon completion of the SFSP Pre-Screening Tool a Summer Nutrition Consultant will contact your organization to discuss the next steps. Review the New Sponsor Pre-Qualification Requirements Packet for detailed application information. Use the New Sponsor PreQualification Presentation (PowerPoint) to assist with the application process. Gather required documents per the Pre-Qualification Checklist and complete all sections of the packet to support eligibility. Submit the entire Pre-Qualification Packet and Checklist per the timeline (located in packet) to the State Agency (SA). Packets are accepted by the

12 SA between November 1 March 1. After SA review, correct any errors in the packet. Then resubmit the prequalification packet. Wait to receive notice from your Summer Nutrition Consultant for New Sponsor Pre-Screening https://childnutrition.ncpublicschools.gov/programs/sfsp-2016 13 Pre-Qualification Process To be deemed eligible to apply for participation in the Summer Food Service Program, prospective sponsors

must: Demonstrate Financial and Administrative Capability; Not Be Seriously Deficient; Serve Low-Income Children; and Provide Year-Round Service. 14 I. General Informat ion 15 DUNS # / SAM

Registry Dun & Bradstreet (D&B) Data Universal Numbering System (DUNS) Number Obtain DUNS Number for the Organization: http://fedgov.dnb.com/webform For additional help, contact Federal Help Desk at the link above. System For Award Management Registration

Register DUNS# with SAM www.sam.gov/portal/SAM/# #11 SAM Is Looking For 16 Required Persons Defined as: 1. SFSP Primary Authorized Representative 2. SFSP Claim Contact, (Financial Representative)

3. Board Chair, as applicable and 4. Principal, as applicable 17 II. Administrative Capability Information 18 II. Administrative Capability Information cont. 19

II. Administrative Capability Information Primary Authorized Rep/Financial Rep Experienced staff is vital o (Food and Nutrition, Food Management, Business, Management and Accounting/Finance) Human Resources Policies and Procedures Individual Job Description Requirements/Volunteers

Staff Duties Board Members & Officers support is needed Criminal Background Checks assure safety of children 20 III. Site Eligibility Information 21 IV. Financial Capability Information

22 IV. Financial Capacity Information/Documents Financial documents are required because they can show strong current financial position. This is an indicator of capability and can be supported by: A strong cash position An overall strong net asset position (Total Assets less Total Liabilities) Documented access to additional funding sources (donations, other grants, operational revenue, short-term borrowings, etc.) Each Sponsor is unique and it is difficult to define strong. But each sponsor should have the finances available to operate the SFSP in the temporary

absence of funding. 23 Examples of Strong Financial Capability A strong cash position Balance sheet and/or bank statement representing a strong cash position o Indicator of a WEAK cash position = SFSP monthly reimbursement request of $50,000 and a total bank balance of $100 o Indicator of a STRONG cash position = SFSP monthly reimbursement request of $10,000 and a total bank balance of $50,000 Remember, indicator does not equal fact, a Sponsor with an indicator of a

weak cash position may be financially capable when taking into consideration other indicators (for example, donations or investment portfolio) 24 SFSP Reimbursement Rates Effective January 1, 2017 December 31, 2017 Rural Sites or Self-Prep Sponsors Urban Sites & Vended Sponsors

Breakfast $2.1875 $2.1450 Lunch/Supper $3.8325 $3.7700 Supplement/Snack

$..9075 $..8875 Meal Type 25 V. Statement of Authority 26 VI. Certification Statement

27 Pre-Qualification Checklist Complete checklist. Include checklist with your submitted packet. Financial Documentation Permit to Operate OR Health Inspection Report SFSP Request for Vendor Number Form SFSP Vendor Electronic Payment Form Procurement Documentation These documents must be submitted with the Summer Food Service Program Pre-Qualification Packet 28

Pre-Qualification Packets are accepted between November 1 to March 1. Directions: Complete this form. Type your name in the gray box. Check off each item and submit by email or mail. Include this checklist with your packet. Only return pages 2 5 to the SFSP. 29 NCID Access Form

30 Criminal Background Check Instructions This document is divided into 3 parts: ted a m sti es E of im T

e r wa ssing a Be roce P Introduction State and Federal Fingerprint Background Check o SFSP Required Persons Defined o Pre-Qualification Packet Requirements o NCDPI Pre-Qualification Packet Review Criminal Background Checks and Sex Offender Registry Checks for Sites

Licensed Child Care Providers may submit a valid NC Division of Child Development and Early Education qualification letter in lieu of a Criminal Background Check along with a Government Issued ID. 31 Criminal Background Check Requirements 32 Required Persons Defined as:

1. SFSP Primary Authorized Representative 2. SFSP Claim Contact, (Financial Representative) 3. Board Chair, as applicable and 4. Principal, as applicable 33 See links for further information. Two Days - One Week Processing Time Inquiries Inc. Twelve Weeks Processing Time FBI

Forward the original email received from the approved FBI Channeler along with copies of government issued IDs to: [email protected] OR Original documents received from the approved FBI Channeler and copies of government issued IDs should be mailed to: Attention: Summer Food Service Program Cynthia Ervin, Summer Nutrition Program Manager, NCDPI School Nutrition Services, 6324 Mail Service Center Raleigh,34 NC 27699-6324 Permit to Operate OR Health Inspection Report

For all kitchens/facilities where SFSP meals will be produced. (All Health Inspections must have been conducted within the last 12 months). 35 SFSP Request for Vendor Number Form New Sponsors MUST complete the

Vendor Number Form Establishes payment system for DPI Organization Type and Federal ID Number (FEIN) must be correct 36 SFSP Vendor Electronic Payment Form

This document and voided check must be mailed not emailed or faxed. 37 Your Responsibility Complete Pre-Screening/Pre-Qualification Packet with Checklist. Provide required supporting documents.

Review training presentations for assistance with PreQualification Requirements. Demonstrate Financial and Administrative Capability. Ask for assistance when needed. Submit packet by the target date. Promptly respond to request for corrections. 38 Completed Pre-Qualification Packets will be

accepted between November 1 - March 1: Please keep a copy of the packet for your records. via E-Mail Packet should be E-mailed to your Summer Nutrition Consultant. via US Mail Packet should be E-mailed to your Summer Nutrition Consultant. Subject Line: SFSP Pre-Qualification Packet (________________) Attention: Summer Food Service Program

_________________, Summer Nutrition Consultant NCDPI School Nutrition Services 6324 Mail Service Center Submit Raleigh, NC 27699-6324 Documen ts (name of your organization) FOR EMAILS: SCAN ALL PAGES TOGETHER AS A PDF THEN SEND 39

The State Agency (SA) 40 USDA Non-Discrimination Statement In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 6329992. Submit your completed form or letter to USDA by: (1) Mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410;

(2) Fax: (202) 690-7442; or (3) Email: [email protected] This institution is an equal opportunity provider. 41 Summer Food Service Program

This presentation has been brought to you as a part of the NC Summer Nutrition Program. This institution is an equal opportunity provider. 42

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