School Meals and Food Distribution Programs Updates for the Week of 11/1

• Update: New Meal Distribution Plan Link
• Update: Share Your Feedback on the Buy American Provision by Tomorrow
• Update: New Grant Opportunity to Use Washington-Grown Foods in Your Program!
• Update: All LEAs Are Eligible for the Safe School Meals Grant! Applications Due 11/30!
• Update: CNS and Accounting Reporting
• Reminder: Procurement Memo Released
• Reminder: P-EBT Administrative Funds
• Reminder: SY 21–22 SFSP Operation During Emergency School Closures
• FDP Corner: December Order Period Opens Wednesday
• FDP Corner: Product Delays and Availability
• FDP Corner: Inclement Weather and Emergency Closures During SY 21–22
• FDP Corner: Food Recall—Onions
• Important Dates to Remember

Update: New Meal Distribution Plan Link

We continue to hear of the ongoing challenges around school closures, food order cancelations, delays, and shortages. To request additional waivers due to school closures or supply chain disruptions, please update the SY 21–22 Meal Distribution Plan (MDP). The MDP may look differently than previous links as we have updated to streamline the process.

School Closed?

The following Operational Flexibility Waivers allow LEAs to safely provide meals when school is closed due to a COVID outbreak:

• Non-Congregate Feeding Waiver: Allows meals to be served for off-site consumption (i.e. Grab & Go).
• Meal Time Requirements Waiver: Allows meals to be served outside of standard meal times and multiple meals to be provided at one time.
• Parent/Guardian Pick-up of Meals Waiver: Allows parents/guardians to pick up meals for their children.

In the event that a school is closed, please also notify your School Meals Program Specialist.

Experiencing Continued Shortages?

The Meal Pattern Flexibility Waiver allows LEAs to apply for a waiver of:

• Vegetable Subgroups
• Milk
• Serve Only with Age/Grade Group and serving size limitations
• 100% Whole Grain Rich Requirements
• Dietary Specifications for Sodium

Please continue to submit MDPs and document supply chain disruptions. This documentation could look like invoices or delivery receipts showing missing items from the planned menu, emails or letters from your vendors and distributors, and updated production records showing components served.

If flexibilities outside of the MDP are needed, please email your program specialist with a description of the disruption and how the Meal Pattern requirements will be met to the maximum extent practicable.

Questions? Please contact your School Meals Program Specialist.

Update: Share Your Feedback on the Buy American Provision by Tomorrow

The U.S. Department of Agriculture’s Food and Nutrition Service (FNS) recently published the Request for Information: Buy American in the National School Lunch Program and School Breakfast Program.

This request is to gather feedback from stakeholders on:

• How the Buy American provision and guidance are currently implemented,
• Changes FNS should make to current regulations, and
• Guidance and feedback on how FNS can better support local operators as they strive to purchase domestic foods and food products.

Please submit your responses by November 2, 2021.

Update: New Grant Opportunity to Use Washington-Grown Foods in Your Program!

OSPI Child Nutrition Services is partnering with the Washington State Department of Agriculture (WSDA) on a new grant opportunity! The Farm to School Purchasing Grant is available to schools, child care centers, and summer meal program operators for the purchase and use of Washington-grown foods in child nutrition programs.   Application Details Applications will be available soon and funding will be for January 2022 – August 2022. Funding levels will be based on annual meal participation rates.    Join Us for a Webinar! Join CNS and WSDA for information on how to apply for the grant! Register for the How to Apply for the Farm to School Grant Webinar Date: Wednesday, November 3 - CORRECTION Time: 1:30 – 2:30 pm PT   Questions? Visit the WSDA Farm to School Purchasing Grants website for more information.

Update: All LEAs Are Eligible for the Safe School Meals Grant! Applications Due 11/30!

All Local Education Agencies (LEAs) are eligible for the Safe School Meals Grant! The Washington State Legislature provided funds to support safe school meals in School Year (SY) 21–22. Funds are awarded based on enrollment and meal participation.  All public, charter, and tribal compact schools sponsoring a school meal program during SY 21–22 are eligible for this non-competitive grant! We have simplified the application process so all applications are easy to complete (and funded)!   Application and Grant Funding Resources How to Apply for the Safe School Meals Grant Webinar Safe School Meals Grant Reference Sheet Since every will be awarded funding, please review the Safe School Meals Awardee Webinar.   Simplified Application Process—Apply Early! We are aware that there may be supply chain issues with receiving equipment. Consider submitting your application in iGrants as soon as possible to assist CNS in approving your application so purchases can be finalized before the January 3, 2022, deadline. Safe School Meals Grant (Form Package 170) due by 4pm on Tuesday, November 30, 2021. Funds may be used to: Purchase equipment and supplies to increase the safety of school meals in SY 21–22. This includes, but is not limited to supplies or equipment to: Increase social distancing of students eating meals. Reduce touch points in the meal programs. Increase food safety. Increase safety in meal service. Provide training to increase the safety of school meals in SY 21–22. Provide outreach to students, families, and school staff, including translation services.   Questions? Please email Mikhail Cherniske.

Update: CNS and Accounting Reporting

The Accounting Manual for Public Schools requires all school districts receiving federal funds to report in a specific manner. This includes USDA federal grant expenditures on the Schedule of Expenditures of Federal Awards (SEFA).

State auditors use this information to determine which federal programs to audit. The SEFA is included in the audit report and must be complete and accurate. The district is not required to include the Federal Award Identification Number (FAIN) on the SEFA for USDA grants passed through OSPI Child Nutrition Services to public schools but we are required to provide the FAINs to public schools (2 CFR 200.332(a)).

For school fiscal year ending 8/31/2021 report the following Federal Award Identification Numbers (FAINs):

For public schools which incurred expenditures under the following USDA programs, reference the following FAINs:

Review the CNS Accounting Reporting Codes Reference Sheets for more details. 

Questions? Please email Jeff Booth, Audit and Financial Manager.

Reminder: Procurement Memo Released

The U.S. Department of Agriculture (USDA) recently released SP 01-2022, CACFP 01-2022: Questions and Answers for Child Nutrition Programs Emergency Procurement Due to Supply Chain Disruptions.

This memo provides clarifications on use of emergency procurements and operating Child Nutrition Programs during school year 2021–22. The noncompetitive procurement method in 2 CFR 200.320(c) may be used when a public exigency or emergency prevents sponsors from conducting a competitive procurement. This is an exception to full and open competition and USDA and OSPI approval is not required.

Using Noncompetitive Procurement

Use of the emergency noncompetitive procurement method is allowed only during the actual public exigency or emergency circumstance. Plan to begin the process of competitively procuring goods and services to transition back to competitively procured contracts as the emergency circumstances cease to exist.

Documentation remains key when using the noncompetitive procurement method. The following items are examples that would support the documentation requirements:

• Documentation showing that the distributor, processor, or other supplier cancelled food or supply contracts, deliveries, or orders;
• Documentation showing the distributor, processor, or other supplier is no longer able to provide food as ordered, or failed to consistently deliver goods.

Sponsors are allowed to piggyback onto existing contracts as long as the contract language includes a provision to allow “piggybacking” to avoid a material change that would require a contract amendment.

Please review the full memo for more details. 

Procurement Resources

• USDA Resources
  • Planning for a Dynamic School Environment Webpage
  • School Meals Supply Chain Issues During School Year 2021-2022 Handout
  • A School Food Authority’s Guide to School Meals: Summary of Flexibilities
  • A School Food Authority’s Guide to School Meals: Table of Flexibilities
  • A School Food Authority’s Guide to School Meals: Flexibilities in Practice
  • Procurement Strategies for School Year 2021-2022 Recorded Webinar
• View the Procuring Local Foods During COVID-19 Shortages recorded webinar for more information on finding local farms, procurement and purchasing considerations. 
• Communicate with Families! 
  During the dynamic 2021-22 School Year, communicating with families, students, and the school community about changes to school meal service and menus is more important than ever. These customizable letters provide a template that school districts can adapt for their use.
• USDA’s Customizable Letter to Families about School Menus
• OSPI CNS’ Shortage Notice Letter Template- English | Chinese | Marshallese | Russian | Somali | Spanish | Vietnamese
• Families must be communicated to in a language they understand. OSPI CNS provides translated documents for families in the top 6 languages encountered in student homes in the state. Ensure to translate vital documents into the top languages encountered in your service area. 
• We recommend LEA's to send an Important Information Notice with English materials while translating documents into the top languages encountered in their service area. Review the LEP-Important Information to Translate Notice Reference Sheet for more details. 
• OSPI CNS Procurement Strategies in SY 21–22 Article

Procurement questions? Please email the CNS Procurement Inbox.

Supply chain questions? Please contact your School Meals Program Specialist.

Reminder: P-EBT Administrative Funds

Office of Superintendent of Public Instruction bulletin Bulletin 080-21: SY20-21 Pandemic EBT Administrative Funds for Eligible Local Education Agencies provides information about payment of funds in November 2021.

Steps to Take

All eligible Local Education Agencies (LEAs) are scheduled to automatically receive these funds that will process of November 15, 2021, for payment the end of November.

To decline P-EBT Administrative funds LEAs must contact Hydie Kidd by November 8, 2021.

Bulletin Details

The COVID Relief Response Act designated federal funds to be sub-awarded to LEAs to assist with the costs associated with administrative support of P-EBT at the local level.  

The payment will be initiated in the Washington Integrated Nutrition System (WINS) and funds will be paid to eligible public school districts with the November 2021 apportionment. Eligible private schools will receive funding through Agency Financial Reporting System. No action is required by the LEA. 

The bulletin provides details including the funding matrix, allowable costs, and revenue/reporting codes.  

Questions? Please email Hydie Kidd, Fiscal Supervisor.

Reminder: SY 21–22 SFSP Operation During Emergency School Closures

The U.S. Department of Agriculture (USDA) released several nationwide waivers relating to the operation of the Summer Food Service Program (SFSP) during School Year (SY) 21–22. Federal Child Nutrition Program sponsors planning to support schools experiencing unanticipated closures, such a COVID-19 outbreak or extreme weather events, may utilize the Summer Food Service Program (SFSP).

Summary of Requirements:

• These waivers are only applicable when an entire school closes and no remote or hybrid learning options will be provided.
• Community Sponsors must have operated SFSP during FY 20–21.
• Community Sponsors interested in operating SFSP during an emergency school closure must submit a Meal Distribution Plan when an unanticipated closure occurs, if utilizing any of the nationwide waivers.
• If eligible, a FY 21–22 SFSP WINS application must be submitted.

Please review the  SY21–22 SFSP Operation During Unanticipated School Closures Reference Sheet for more details.

Questions? Please email the Summer Meals inbox.

USDA's Team Nutrition recently released the Offer Versus Serve Guidance for the NSLP and SBP Tip Sheet to help program operators improve their meal service and ensure districts are operating in compliance with program requirements.

Using Offer Versus Serve at School Lunch

Offer versus Serve (OVS) is a type of meal service that can be used in the USDA's National School Lunch Program (NSLP), Seamless Summer Option (SSO), and School Breakfast Program (SBP). Lunches offered through SSO and NSLP are intended to be a full meal for students, meeting approximately one-third of their nutritional needs for the day. School lunch is not meant to supplement meals brought from home or foods purchased outside of the NSLP program.

Offer versus Serve allows students to decline some of the food offered. This option can help reduce food waste and give students more choices, while still providing well-balanced meals.

While OVS meal service allows students to decline some of the foods offered at lunch, USDA requires a full meal that includes all five meal components is offered to all students.

Schools that wish to offer individual meal components (or a limited number of components and not the full meal) to students may do so outside of meal reimbursement through a la carte sales.

This tip sheet and other posters can be found on Team Nutrition’s Offer Versus Serve Materials webpage.

Questions? Reach out to your School Meals Program Specialist.

FDP Corner: December Order Period Opens Wednesday

December orders opens Wednesday, November 3, and will close Wednesday, November 10 at 4 pm. In observance of Veteran’s Day, surplus orders will open Friday, November 12 at 1pm for groups 1–3, and 2 pm for all other groups. Surplus closes Monday, November 15, at 4 pm. For more information on your group number, please review the SY 21–22 Order and Delivery Schedule.  Ordering To place an order - log-in to CNP Web.   Your Food Distribution Application must be completed (including certified and submitted) before you can place an order.  Ordering Instructions Reminder: New Fees - Delivery Fee Schedule for SY 21–22. Minimum 15 cases per warehouse (dry vs frozen). Due to increased labor and production cost, several processors issued price increases starting in the November order period. Please review the 10/11 W-Code Price Increase Article for more details.  The Ordering and Receiving webpage has multiple resources to assist you in placing your ordering including; instructions, order and distribution schedule.   Important Reminders Confirmation of USDA Foods  If you’re scheduled to receive a USDA Foods Delivery, you should receive an appointment confirmation from the carrier. Please remember to reply to the carrier confirming receipt of appointment. Deliveries To update or change your delivery contact person, please complete the Delivery Updates Form. Standard USDA food deliveries are wrapped and stacked on pallets no higher than approximately five feet and left at your loading dock for you to remove. Carriers will drop pallets at dock or just inside the threshold of your facility if the entrance can accommodate. Any request for removal of product from the pallet or asking the driver to enter the facility will require additional cost and must be arranged in advance. If there are delivery discrepancies or damages, you may return those cases with the driver. Questions? Please email the Food Distribution Inbox.

FDP Corner: Product Delays and Availability

As vendors and processors continue to have challenges with production capacity and transportation, we continue to experiencing delays and shortages with various products.  This month we saw production discontinued with Tyson beef patties and the Pilgrims chicken nuggets & chicken patties.  Both hope to resume production after the first of the year.    Estimated November Availability W132- Beef Teriyaki Dippers - limited availability W289- French Toast Sticks - limited availability on the east W533- Cheddar Cheese Sauce, Pouch - limited availability WIW516- 6” Round Personal Cheese Pizza IW - limited availability WIW533- Ultimate Ch. Cheese Dip Cup – limited availability 110161- Mixed Fruit Dry ((Delay in Western Washington Orders Only) Estimated December Availability 100101- Diced Chicken (Delay in Eastern Washington Only) 110911- Turkey Deli Ham (Delay in Western Washington Only 100365 - Pinto Beans (Delay in Western Washington Only) W540- Cheese Stick 100% Mozz Max – (Limited availability ) Estimated January 2022 Availability 100364- Vegetarian Beans (Delay in Western Washington Orders Only) 100365- Pinto Beans (Delay in Western Washington Orders Only) 100370- Red Kidney Beans (Delay in Western Washington Orders Only) 110361- Applesauce Cups 110554- Turkey Breast Deli (Delay in Western Washington Only) W281- Whole French toast IW W288- Cheese Tortilla Wrapped Omelet W274- Cheddar Cheese Omelet W209 - Chicken Nuggets W211 – Chicken Patty’s W143 - Beef Patty Flame broiled USDA Unable to Provide During SY 21–22 100935- Sunflower Seed Butter (Eastern Washington Orders Only) 110080- Chicken Oven Roasted 110721- Sweet Potato Fries (Western Washington Orders Only) 110854- Peanut Butter Individuals (Western Washington Order Only) 110851- Pollock Fish Sticks (Limited Availability)   Questions? Please email the Food Distribution Inbox.

FDP Corner: Inclement Weather and Emergency Closures During SY 21–22

Winter weather is upon us! We realize that inclement weather or other events may unexpectedly affect your hours of operation, staff availability, and access to buildings. Are Local Education Agencies required to serve Summer Food Service Program (SFSP) meals during inclement weather? There are no requirements that Local Education Agencies (LEAs) serve SFSP meals. Please make sure to consider your unique circumstances and consult with school administrators. LEAs should communicate meal service changes to households.    Important Reminder - USDA Foods Deliveries Notify your carrier as soon as possible if you need to cancel or change your delivery of USDA Foods. Deliveries combine orders from multiple LEAs, loaded in the order they will be delivered. Early notification to your carrier allows for adjustments so other LEAs may still receive their order. If your LEA experiences unexpected closures and your delivery cannot be accepted, please contact the Empire Distribution System (IEDS) carrier that delivers your USDA Foods:   Holman Transportation – 253-867-0682 Fastway Transportation – 509-534-9351 Peninsula Transportation – 800-942-9909 Oak Harbor Transportation – 253-288-8370 Loading docks and delivery areas must be clear of snow and ice to allow for safe deliveries. Please work with your facilities department to ensure your delivery area is ready. Thank you for assisting the carriers that serve you!

FDP Corner: Food Recall—Onions

The U.S. Food and Drug Administration (FDA) announced a recall of whole, fresh, red, white and yellow onions, grown in Mexico, that may be contaminated with Salmonella. 

USDA Foods are not impacted by this recall. There is a small chance that commercial purchases from domestic distributors may be impacted due to the current supply chain challenges. 

The recall may expand to additional distributors and to products that contain the onions as ingredients. We encourage Child Nutrition Program sponsors to monitor the most current information on this recall and those related to it on the FDA’s Recalls, Market Withdrawals, and Safety Alerts webpage. 

Any meat or poultry items that contain the recalled onions will be listed on the USDA Food Safety and Inspection Service’s Recalls and Public Health Alerts web page. 

Questions? Please email USDA Western Regional Office.

Important Dates to Remember