SOP 409.04.16: Procurement of Food and Supplies

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Procurement of Food and Supplies|Policy Name: Procurement of Food and Supplies|Policy Name: Procurement of Food and Supplies|
|Policy Number: 409.04.16|Effective Date: 4/27/2021|Page Number: 1 of 4|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access
|

I. Introduction and Summary:

It is the policy of the Food and Farm Service’s Subdivision to establish standardized
methods for ordering food and supply items at Georgia Department of Corrections
(GDC) state prisons and centers which operate kitchens for preparation of the GDC
master menu. Exceptions may be made for contracted food service operations.

II. Authority:

ACA Standards: 2-CO-4C-01, 5-ACI-5C-02 (ref. 4-4314), and 4-ALDF-4A-05.

III. Definitions: None.

IV. Statement of Policy and Applicable Procedures:

A. Procurement:

1. Menu requirements for regular meals and pack outs for each feeding unit are

printed on the computerized Inventory Order Form (Regular and Frozen
only).

2. Authorized food items that are not supplied by the Food Distribution Unit

(FDU) are procured locally by each facility. These items are listed within the
Food Service Computer Inventory System - Local Purchase Master List and
should be purchased according to the 28-day master menu requirements.
These items shall be purchased at favorable prices and conditions whenever
possible and should be purchased every 1 to 2 weeks.

3. Kitchen supply items must be ordered via the Food Service Computer

Inventory System.

B. Inventory Order Form:

1. The inventory order form is a four (4) part copy set report that includes an

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Procurement of Food and Supplies|Policy Name: Procurement of Food and Supplies|Policy Name: Procurement of Food and Supplies|
|Policy Number: 409.04.16|Effective Date: 4/27/2021|Page Number: 2 of 4|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access
|

original and three (3) carbon copies. This form serves the dual purpose of
being an order form and an invoice. The order reports are:

a. Regular food items that are shipped every 67 days providing an 84-day

supply;

b. Farm/outside purchased meats and frozen items that are shipped every 30

days providing a 35-day supply;

c. Supply and diet items that are shipped every 67 days to provide the

requirements of each facility. Supply orders should be based on three (3)
months usage with on-hand quantity subtracted;

d. Milk that is shipped every seven (7) days;

e. Eggs that are shipped every 30 days; and

f. Emergency items that are shipped and/or picked up by each facility to

fulfill a menu requirement by necessity.

2. The computer calculates food quantities needed for facilities based on

feeding strength and current Food Service Computer System inventory. FDU
is connected to the mainframe Food Service Computer System and prints the
order reports when preparing shipment of each facility's order.

a. The signed original order and a copy are to be returned to FDU by the

truck driver after delivery to each facility. The original copy contains the
signature(s) of personnel who received the items at the facility.

b. One copy of the order is maintained in the FDU shipping office, in

addition to the original pull sheet.

c. One copy remains at the facility upon delivery.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Procurement of Food and Supplies|Policy Name: Procurement of Food and Supplies|Policy Name: Procurement of Food and Supplies|
|Policy Number: 409.04.16|Effective Date: 4/27/2021|Page Number: 3 of 4|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access
|

C. Estimated Feeding Strength (EFS):

1. Feeding strength determines the amount of food items required by each

facility. Each facility can estimate their feeding strength by applying this
formula:

a. General population is the sundown count with pack out requirements

subtracted.

sundown count – pack outs = general population

b. For example, if a facility has a total population of 800 persons and 100

persons require a pack out meal, the formula is:

800 (total population) – 100 (pack out requirement) = 700 (general population)

2. To ensure sufficient food supplies, facilities must immediately report any

significant population changes or changes in pack out requirements to the
Food and Farm Services Central Office State Food Service Administrator.

D. Local Purchases:

1. Certain items are not supplied by FDU and must be ordered locally by each

facility. A list of the authorized local purchase items is maintained in the
Food Service Computer Inventory System Local Purchase Master List. Any
item not on the authorized local purchase list must be preauthorized by the
Food and Farm Services Central Office. GDC purchasing guidelines are to be
followed in the procurement of these items.

2. Food and Farm Services Central Office will require each facility to receive at

least two (2) bids on all local purchase items regardless of purchase amount.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Procurement of Food and Supplies|Policy Name: Procurement of Food and Supplies|Policy Name: Procurement of Food and Supplies|
|Policy Number: 409.04.16|Effective Date: 4/27/2021|Page Number: 4 of 4|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access
|

E. Emergency Purchases: The Food Service Director or a designee will place the

emergency order via the on-line emergency order capability of the Food Service
Computer Inventory System. Food service personnel may then contact FDU by
telephone to confirm when a stock item can be shipped and/or picked up at FDU
by facility personnel. If the item is not available from FDU and must be served to
comply with the master menu, the Food Service Director should contact Food
and Farm Services Central Office State Food Service Administrator for
authorization to purchase locally. Emergency orders should only be placed to
fulfill a menu requirement.

F. Supply Orders: Kitchen supplies and special diet items: All facilities must use the

online supply order capability of the Food Service Computer Inventory System.
Food and Farm Services Central Office will review and authorize all supply
orders. Supply items shall be purchased at favorable prices and conditions
whenever possible. Special diet items not carried by FDU must be purchased
locally according to GDC purchasing guidelines and with preauthorization by
Food and Farm Services Central Office State Food Service Administrator.

V. Attachments: None.

VI. Record Retention of Forms Relevant to this Policy: None.