{
    "sop_number": "409.04.16",
    "old_code": "IVL01-0015",
    "title": "Procurement of Food and Supplies",
    "division": "Executive Division (Georgia Correctional Industries - Food and Farm Services)",
    "topic_area": "409 Policy-GCI Food Service",
    "effective_date": "2021-04-27",
    "summary": "This policy establishes standardized procedures for ordering food and supply items at GDC state prisons and centers that operate their own kitchens. It covers how facilities order items from the Food Distribution Unit (FDU), how to calculate feeding strength based on inmate population, requirements for local purchases of authorized items, and procedures for emergency orders. The policy applies to all GDC facilities operating kitchens preparing meals according to the GDC master menu.",
    "key_topics": [
        "food procurement",
        "food ordering",
        "inventory order form",
        "feeding strength",
        "Food Distribution Unit",
        "local purchases",
        "emergency orders",
        "kitchen supplies",
        "special diet items",
        "master menu",
        "bidding requirements",
        "GDC purchasing guidelines"
    ],
    "cross_references": [],
    "content": "|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Procurement of Food and Supplies|**Policy Name:** Procurement of Food and Supplies|**Policy Name:** Procurement of Food and Supplies|\n|**Policy Number:** 409.04.16|**Effective Date:** 4/27/2021|**Page Number:** 1 of 4|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\n**I.** **Introduction and Summary:**\n\nIt is the policy of the Food and Farm Service\u2019s Subdivision to establish standardized\nmethods for ordering food and supply items at Georgia Department of Corrections\n(GDC) state prisons and centers which operate kitchens for preparation of the GDC\nmaster menu. Exceptions may be made for contracted food service operations.\n\n**II.** **Authority:**\n\nACA Standards: 2-CO-4C-01, 5-ACI-5C-02 (ref. 4-4314), and 4-ALDF-4A-05.\n\n**III.** **Definitions:** None.\n\n**IV.** **Statement of Policy and Applicable Procedures:**\n\nA. Procurement:\n\n\n1. Menu requirements for regular meals and pack outs for each feeding unit are\n\nprinted on the computerized Inventory Order Form (Regular and Frozen\nonly).\n\n2. Authorized food items that are not supplied by the Food Distribution Unit\n\n(FDU) are procured locally by each facility. These items are listed within the\nFood Service Computer Inventory System - Local Purchase Master List and\nshould be purchased according to the 28-day master menu requirements.\nThese items shall be purchased at favorable prices and conditions whenever\npossible and should be purchased every 1 to 2 weeks.\n\n3. Kitchen supply items must be ordered via the Food Service Computer\n\nInventory System.\n\nB. Inventory Order Form:\n\n\n1. The inventory order form is a four (4) part copy set report that includes an\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Procurement of Food and Supplies|**Policy Name:** Procurement of Food and Supplies|**Policy Name:** Procurement of Food and Supplies|\n|**Policy Number:** 409.04.16|**Effective Date:** 4/27/2021|**Page Number:** 2 of 4|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\noriginal and three (3) carbon copies. This form serves the dual purpose of\nbeing an order form and an invoice. The order reports are:\n\na. Regular food items that are shipped every 67 days providing an 84-day\n\nsupply;\n\nb. Farm/outside purchased meats and frozen items that are shipped every 30\n\ndays providing a 35-day supply;\n\nc. Supply and diet items that are shipped every 67 days to provide the\n\nrequirements of each facility. Supply orders should be based on three (3)\nmonths usage with on-hand quantity subtracted;\n\nd. Milk that is shipped every seven (7) days;\n\ne. Eggs that are shipped every 30 days; and\n\nf. Emergency items that are shipped and/or picked up by each facility to\n\nfulfill a menu requirement by necessity.\n\n\n2. The computer calculates food quantities needed for facilities based on\n\nfeeding strength and current Food Service Computer System inventory. FDU\nis connected to the mainframe Food Service Computer System and prints the\norder reports when preparing shipment of each facility's order.\n\n\na. The signed original order and a copy are to be returned to FDU by the\n\ntruck driver after delivery to each facility. The original copy contains the\nsignature(s) of personnel who received the items at the facility.\n\nb. One copy of the order is maintained in the FDU shipping office, in\n\naddition to the original pull sheet.\n\nc. One copy remains at the facility upon delivery.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Procurement of Food and Supplies|**Policy Name:** Procurement of Food and Supplies|**Policy Name:** Procurement of Food and Supplies|\n|**Policy Number:** 409.04.16|**Effective Date:** 4/27/2021|**Page Number:** 3 of 4|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\nC. Estimated Feeding Strength (EFS):\n\n\n1. Feeding strength determines the amount of food items required by each\n\nfacility. Each facility can estimate their feeding strength by applying this\nformula:\n\n\na. General population is the sundown count with pack out requirements\n\nsubtracted.\n\n\n**sundown count \u2013 pack outs = general population**\n\nb. For example, if a facility has a total population of 800 persons and 100\n\npersons require a pack out meal, the formula is:\n\n\n**800 (total population) \u2013 100 (pack out requirement) = 700 (general population)**\n\n2. To ensure sufficient food supplies, facilities must immediately report any\n\nsignificant population changes or changes in pack out requirements to the\nFood and Farm Services Central Office State Food Service Administrator.\n\n\nD. Local Purchases:\n\n\n1. Certain items are not supplied by FDU and must be ordered locally by each\n\nfacility. A list of the authorized local purchase items is maintained in the\nFood Service Computer Inventory System Local Purchase Master List. Any\nitem not on the authorized local purchase list must be preauthorized by the\nFood and Farm Services Central Office. GDC purchasing guidelines are to be\nfollowed in the procurement of these items.\n\n2. Food and Farm Services Central Office will require each facility to receive at\n\nleast two (2) bids on all local purchase items regardless of purchase amount.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Procurement of Food and Supplies|**Policy Name:** Procurement of Food and Supplies|**Policy Name:** Procurement of Food and Supplies|\n|**Policy Number:** 409.04.16|**Effective Date:** 4/27/2021|**Page Number:** 4 of 4|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\nE. Emergency Purchases: The Food Service Director or a designee will place the\n\nemergency order via the on-line emergency order capability of the Food Service\nComputer Inventory System. Food service personnel may then contact FDU by\ntelephone to confirm when a stock item can be shipped and/or picked up at FDU\nby facility personnel. If the item is not available from FDU and must be served to\ncomply with the master menu, the Food Service Director should contact Food\nand Farm Services Central Office State Food Service Administrator for\nauthorization to purchase locally. Emergency orders should only be placed to\nfulfill a menu requirement.\n\n\nF.  Supply Orders: Kitchen supplies and special diet items: All facilities must use the\n\nonline supply order capability of the Food Service Computer Inventory System.\nFood and Farm Services Central Office will review and authorize all supply\norders. Supply items shall be purchased at favorable prices and conditions\nwhenever possible. Special diet items not carried by FDU must be purchased\nlocally according to GDC purchasing guidelines and with preauthorization by\nFood and Farm Services Central Office State Food Service Administrator.\n\n**V.** **Attachments:** None.\n\n**VI.    Record Retention of Forms Relevant to this Policy:** None.",
    "word_count": 1057,
    "powerdms_url": "https://public.powerdms.com/GADOC/documents/105517",
    "url": "https://gps.press/sop-data/409.04.16/",
    "attachments": []
}