# CACFP Procurement Compliance SOP Pennsylvania
Purpose and Scope
Provide a consistent procurement process for CACFP food, supplies, and services at Kenya Johnson’s Pennsylvania childcare center. Purchases must be fair, competitive, documented, and compliant with applicable federal and Pennsylvania requirements.
Applies to: Directors/CACFP administrators, procurement staff, finance staff, and Allied Assist VAs supporting the client.
Prerequisites
Use the client’s approved systems through the organization’s password manager; never store or paste passwords in documentation.
- Have the procurement log, quote-comparison form, purchase documentation, and conflict-of-interest certification available.
- Confirm current thresholds with the Pennsylvania Department of Education (PDE) before processing an award.
Procedure
Classify the purchase. Determine whether it is a micro-purchase (up to $10,000 aggregate), small purchase (over $10,000 through $250,000), or formal procurement (over $250,000). Confirm current thresholds before acting.
2. Micro-purchase. Buy from a qualified vendor, rotate vendors when practical, confirm price reasonableness, and retain the receipt/invoice, vendor/date, justification, and procurement-log entry.
3. Small purchase. Write clear specifications, obtain at least three competitive quotes, complete the quote-comparison form, select the lowest responsive and responsible vendor, issue the approved purchase order/contract, and update the procurement log.
4. Formal procurement. Contact the client’s designated compliance lead or PDE before proceeding. Prepare an IFB or RFP with specifications, evaluation criteria, certifications, and terms; advertise for at least the required period; document bids/evaluations; and retain the award and signed contract.
5. Food purchases. Document Buy American compliance or the approved exception justification when applicable.
6. Conflict review. Do not participate in a purchase decision when a personal or financial conflict exists. Complete the annual ethics certification.
7. Retain records. Keep specifications, quotes/bids, selection rationale, contracts, proof of delivery, payment records, and price justification for three years after final payment plus the current year, or longer if an audit remains open.
8. Escalate exceptions. Route missing documentation, disallowed-cost risks, or suspected noncompliance for review and retraining before payment or award.
Quality Checklist
[ ] Purchase threshold and method confirmed
- [ ] Quotes/bids and selection rationale retained
- [ ] Buy American review completed for food purchases
- [ ] Conflict-of-interest check completed
- [ ] Procurement log and supporting file updated
- [ ] Compliance questions escalated before payment
Notes
Review this SOP annually and whenever federal or Pennsylvania requirements change. The source lists PDE Division of Food & Nutrition as the state reference.