Every day your work helps feed the children of our state. Thank you for all you do, and all you have done in the past weeks since the COVID-19 outbreak began. There has been lots of information to process and decisions to make during this time. We would like to give the following reminders in case your operations may not look the way it previously had.
If your district or site closes, or if workers are not performing normal job functions, please consider the following:
- Does someone in your organization know who to contact with questions?
- Make your program specialist(s) name, email, and phone number available to those who may need it.
- Make sure to include the specialist who is assisting your district during the unexpected closure (if they are different than your usual specialist).
- OSPI Child Nutrition Services Main Office Phone: 360-725-6200
- How will you continue essential program operations, such as claiming?
- Are the correct roles assigned?
- Users need to be assigned roles to complete tasks.
- If you are currently operating under the SFSP, your sponsor administrator will have to assign SFSP claiming roles to the user profile.
- Do you need to show someone how to submit claims?
- Adding and Removing WINS Users
- Reach out to your program specialist with questions.
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Is someone receiving and monitoring important CNS Communications?
- We recommend to have at least 2 people receiving updates.
- GovDelivery is used to share important information. To ensure someone is receiving important updates, they must be added to the communications list.
- If your organization is still operating, is someone signed up for the Weekly COVID-19 Webinar?
- Weekly webinars are held Tuesdays at 3pm – 4pm – Register Here
- We use this time to answer your questions and share important updates about program operations during this time.
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Does someone know where to find commonly used webpages?
Thank you for all you do to serve the children of Washington. If you have questions or concerns, please reach out to your program specialist.
Program operators may be experiencing a need to procure food and supplies to adapt to new meal service requirements. During this time, program operators may utilize emergency procurement provisions at 2 CFR 200.320(f) which allows for non-competitive procurement during an emergency.
When using emergency procurement procedures you must:
- Document that you followed local education agency procedures.
- Document why a non-competitive procurement was necessary.
- Retain suspension and debarment documentation for vendor purchases exceeding $25,000.
Contracts
LEAs are encouraged to review terms and conditions of their contracts regarding volume and pricing. Pricing is normally bid on volume of product and contracts typically specify that volume is estimated and there may be unforeseen circumstances preventing normal purchases.
Please consult your LEA purchasing officer for procedures on public bid openings.
Additional Information
The Federal micropurchase threshold increase to $20,000 is for Federal agencies and contractors. This does not apply to local program operators.
LEAs, with Food Service Management Company contracts expiring and exploring contract options may email Jeff Booth, Audit and Financial Manager.
Questions? Please contact Stacie Boyd, Federal Procurement Specialist, or Wendy Barkley, Child Nutrition Services Assistant Director.
Join us for a Webinar on how to apply for the Community Eligibility Provision (CEP) for the upcoming 2020-21 School Year! We’ve undergone some major changes recently, including moving the application process to the Washington Integrated Nutrition System (WINS), and new deadlines from the USDA waiver.
Register Here
Date: Wednesday, April 15 Time: 2 - 3pm PT
We’ll go through the entire process - from gathering CEP Data, Navigating to the new CEP module in WINS, and finally applying for the program. There will also be time for any questions you may have.
The webinar will be recorded and posted on our website.
In Case You Missed It - Surplus/ Bonus Ordering Period is Extended Through Tomorrow.
Please take this opportunity to order products that fit your program best.
All items available are bonus, which means no entitlement dollars are needed! Processing fees still apply.
Additionally, we have extended this surplus/ bonus ordering period through Tuesday, April 14th at 12 noon. Reminder: surplus is first come first serve.
For ideas on the types of items available, please review the CNS Update sent last Thursday.
New! FFVP Applications and claims for SY 2020-21 will be submitted using WINS.
Due to school closures, the FFVP application time period has changed. The FFVP application period will be May 1 to May 30, 2020.
We are recording a training on how to complete the FFVP in WINS. Please keep your eye out for future CNS Updates as May gets closer.
OSPI and PrimeroEdge are working together to offer Menu Planning Nutrient Analysis (MPNA) software and training at no cost to districts.
Starting at the end of this month we will be hosting training online! Training is half full, if you haven't already started using the software, now is the time to do so!
The MPNA software is USDA-approved for nutrient analysis to meet the school meal program requirements and will help you manage ingredients, create recipes, create cycle menus, and more!
Training registration is required before access can be provided to the software.
Please visit our PrimeroEdge MPNA software website to request a demo and sign up for training.
Do Not Make Changes to WINS
We want to make sure that claims are processed and paid on time. Please do not make any site calendar or other WINS changes unless your program specialist directs you to make changes.
We understand that many sponsors may need to extend their anticipated end date for their emergency meal service, but please wait to do this until after April 15th while claims are processed.
For additional information regarding claiming procedures for the Summer Food Service Program and the Seamless Summer Option, please review last week's newsletter.
With schools closed down, the Central Kitsap School District spreads joy by having upbeat music blaring while they run and dance and take lunch bags out to cars.
“The kids are smiling, they love the music, but you know their parents are struggling,” Makenna Long said. “Seeing the look of relief on their face, even for that moment, makes us happy.”
Way to go CKSD! Thank you for all you do to serve the children in Washington.
Read the MyNorthwest article here.
April 14
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USDA Foods Surplus/ Bonus Ordering ends at 12 noon
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April 14
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Weekly School Meals and Summer Programs Sponsors Call - 3pm
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April 15
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March Claims Due
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