5.13.3

Foodservice Shopping

Shasta Head Start (SHS) is committed to providing safe and healthy meals at our centers. All food consumed by children shall be purchased from approved vendors that comply with state and federal sanitation laws and regulations. SHS will purchase from a minimum of two major suppliers: Food and Supply Source and approved local grocery stores.

Food Purchasing Procedure

1. Refer to the Menu, Menu Production Records, recipes, and diet orders to ensure that adequate amounts of food are planned for, purchased, and served which satisfy meal pattern requirements and avoid waste.

2. Procedure:

a. Fill out grocery list – center name, vendor, date range, food items and quantities, cook signature and date.
b. Have grocery list pre-approved and signed by your Site Supervisor or Area Manager prior to shopping or ordering.
c. Purchase food and attach receipt to grocery list. Ensure the grocery list and receipt match making any necessary changes on grocery list (example: food was not available, buy one get one free sale). Make a copy of grocery list and receipt for your records.
d. Submit grocery list and receipt to Site Supervisor for review and forward to Area Manager for final approval. All invoices are to be turned in within 2 days after shopping to ensure timely payments to vendors.

General Food Substitution Procedure

When substituting foods on the menu, follow the procedures below to ensure you are meeting nutritional standards.

• Substitute foods must provide equivalent nutritional value to the food component being replaced. Substitute fruit and vegetables shall be replaced with a like vitamin source (A for A, C for C, A&C for A&C using list provided by nutrition consultant)

• Food purchases priority of order:

1. Fresh
2. Frozen
3. Canned

• Substitutions will be noted on any posted menus. Changes shall also be noted on menu production record and checked during kitchen site monitoring visits.

Grocery Lists

Purchasing food begins with filling out a grocery list. For ease of use, grocery lists have been created for each menu week and are pre-filled with items from that week’s menu. Pre-planning is an important step to ensure you will have all foods needed for the meals. Use your pre-made grocery list as they coincide with the menu. Blank grocery lists are also available for food or non-food purchases.

Grocery List Guidance:

1. Using the weekly pre-filled grocery list, menu, recipes, and diet orders as guidance start by deciding what products you will need from either, Food and Supply Source (Sysco Food) or your approved grocery store.

2. Check your inventory to see what food you will need to order.

3. Using either the pre-filled list or blank grocery list, fill in all grocery list header information. Use a separate grocery list for each vendor.

4. Start with food you can purchase from Food and Supply Source first. When ordering items, ask what the amounts and quantities are, you may need to get some things at the grocery store instead. Ensure they are sending product that meet the standard of low fat, low sugar, low sodium, lean meats, whole grain rich and whole wheat grains, and breads. When ordering from Food and Supply Source, make sure you are ordering foods on the menu beyond the day of your expected delivery day. Do not order food you will need on the day of your delivery.

5. On a separate grocery list add all remaining foods you will need to purchase at your approved grocery store. Remember to add any special foods you will need for diet orders, Lactaid, soy, tofu, etc., and other ingredients you will need for recipes or classroom cooking projects.

6. When filling out grocery lists please list the quantity and type of food being purchased (example: sliced turkey breast 1 case (cs), crackers 4 (boxes), bananas 8 # (pounds))

7. Refer back to the menu one more time and double check that you have listed all item need to follow the menu.

8. After grocery list is completed have it pre-approved, signed and dated by either your Site Supervisor or Area Manager. Note: Signatures and dates must be day of or prior to shopping. The grocery list must be approved and signed before ordering/purchasing.

Purchasing from Food and Supply Source

Food and Supply Source (FSS) is our main supplier for a variety of delivered food items. Items typically purchased from Food and Supply Source are: milk/dairy products, fresh or frozen produce, bulk pantry items, #10 can fruits and vegetables, lean proteins, and bread/grain products. Please refer to Sysco Approved Order Guide when ordering. The size of your center and amount of storage room will determine how often and how much you purchase from Food and Supply Source. Smaller quantities of items that may not be available from FSS can be purchased from your local grocery store.

Purchases from Food and Supply Source requires a minimum order of $500.00. Orders from small centers can be combined to reach the $500 minimum. Please contact your Head Teacher/Site Supervisor/Area Manager or Foodservice Coordinator to determine if this is a possibility. When combining orders, the cook that will be placing the order can put the combined order on one grocery list and submit as usual.

Before making a purchase check that you have enough storage space in your kitchen as well as the freezer and refrigerator to allow for proper air circulation. Food must be used and rotated in a timely matter.

Orders must be made at least 1 day prior to delivery and called in before 11 am.

Call Food and Supply Source 1-866-248-4520 to place your order

Purchasing from the Grocery Store

Food items that need to be purchased in smaller quantities, are unavailable from FSS, or for emergency purchases, can be purchased at approved grocery stores. Please use the grocery store for only foods that cannot be delivered from FSS.

Your center’s location will determine which grocery store you will shop at, and the payment method used (store card, store account, etc.). See SOP 7.3.4.4 for more information.

Purchasing Food for:

Socializations and Parent Meetings – Typically for ease and convenience, food served at socializations and parent meetings will be food served from the menu that day. If other food items are purchased beyond the menu, those items will need to be on a separate grocery list, separate receipt, and noted as “adult food”. Staff requesting food for these meeting need to fill out a food request form and submit to the Cook one week prior. See SOP 5.7.3 for more information.

Cooking Projects – food for cooking projects can be purchased at the same time as normal food shopping and accounted for on the grocery list. Staff requesting food for cooking projects need to fill out a food request form and submit to the Cook one week prior.

Non-food kitchen related items – In an emergency, if you need to purchase essential kitchen related non-food items from the grocery store (foil, plastic wrap, etc.), those items must be on a separate grocery list and receipt and noted as “non-food”.

Classroom supplies & other purchases – Supplies that are needed for the classroom (bulk flour, cornstarch, salt, etc.), safety food, and other purchases should be ordered by center staff using the standard purchase order/requisition process, as these items are assigned to different fiscal account numbers. See SOP 7.3.4.1.