Collect and Manage Food Data
This stage outlines key considerations for food data collection and management and discusses practical applications.
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A step-by-step guide for implementing values-based purchasing in your institution.
Shifting institutional procurement to include your institution’s values can be challenging. This toolkit breaks down the implementation process into a set of phases and activities.
Implementing values-based purchasing takes a series of steps
Assess
Prepare
Implement
Phase A: ASSESS
In this phase, institutions identify which values are already present or emerging in their procurement practices and how food is currently purchased in their institution. This information builds the foundation for implementing values-based purchasing.
Determine Institutional Values in VBP
This stage helps institutions understand how values they already hold are embedded in the food system and food procurement.
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Determine Institutional Values in VBP
Actionable Tools
- Secure Funding Worksheet
Phase B: PREPARE
In this phase, institutions identify the critical building blocks needed for implementing values-based purchasing, including establishing guidelines, sourcing vendors, staffing teams, funding, and public commitments.
Learn Institutional Procurement Basics
This stage outlines fundamental aspects that affect institutional food procurement: public vs. private status, reliance on a food‑service management company vs. self-operation, and participation in a group purchasing organization vs. direct buying.
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Learn Institutional Procurement Basics
Actionable Tools
- No Tools or Templates
Announce Institutional Commitment to VBP
After the preparation stage for implementing values-based procurement has been completed, an institution may take the next step by publicly announcing its commitment.
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Announce Institutional Commitment to VBP
Actionable Tools
- MOU Model Language
Secure Funding & Build Team and Infrastructure
This stage guides institutions through strategies for obtaining public and private funding, as well as building a team and infrastructure to effectively transition towards values-based procurement.
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Secure Funding & Build Team and Infrastructure
Actionable Tools
Establish Food Purchasing Guidelines
Food purchasing guidelines establish the standards and practices that govern and inform institution-wide procurement. Successful implementation of values-based food procurement requires deliberate and intentional creation of food purchasing guidelines.
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Establish Food Purchasing Guidelines
Actionable Tools
- Producer Type Model Language
- Farm Size Model Language
- Vendor Labor Practices Model Language
- Vendor Business Type Model Language
- Local Vendors Model Language
- Vendor Certifications & Practices Model Language
Phase C: IMPLEMENT
In this phase, institutions operationalize values-based purchasing practices, including Requests for Proposals (RFPs), Contracts, Purchasing Commitments, and more.
Review Vendor Eligibility
This page includes information for understanding "vendor eligibility," the process of approving and certifying values-based vendors to sell to your institution.
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Review Vendor Eligibility
Actionable Tools
- No Tools or Templates
Private Institutions: Draft Requests for Proposals (RFP) for FSMC
This stage guides private institutions in initiating the selection process for a food service management company by providing sample RFP language that aligns with values-based procurement goals.
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Private Institutions: Draft Requests for Proposals (RFP) for FSMC
Actionable Tools
- FSMC RFP Model Language
Draft Private Institutions Contracts with FSMC
This stage focuses on how values-based procurement requirements can be incorporated into a food service contract with a food management company.
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Draft Private Institutions Contracts with FSMC
Actionable Tools
- Model Language for FSMC Contracts
Public Institutions: Prepare Requests for Proposals for FSMC
This stage guides public institutions in initiating the selection process for a food service management company by providing sample RFP language that aligns with values-based procurement goals.
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Public Institutions: Prepare Requests for Proposals for FSMC
Actionable Tools
- FSMC RFP Model Language + Template
Draft Public Institutions Contracts with FSMC
This stage focuses on how values-based procurement requirements can be incorporated into a food service contract with a food management company.
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Draft Public Institutions Contracts with FSMC
Actionable Tools
- Model Language for Contracts with FSMC
Enter Private Institution Purchasing Commitments
Enter Private Institution Purchasing Commitments
Actionable Tools
Enter Public Institution Purchasing Commitments
After determining who will run the institution’s food operations and identifying vendor eligibility requirements, the next step is to establish agreements to purchase food from vendors. Regardless of the vendor or solicitation method, strategic purchasing commitments can help public institutions increase their values-based purchasing.
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Enter Public Institution Purchasing Commitments
Actionable Tools
Develop Orientation Materials for Institutions, Management Companies, and Vendors
This stage guides institutions and values-based vendors in the creation and implementation of orientation materials that support the development of a value-based procurement program.
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Develop Orientation Materials for Institutions, Management Companies, and Vendors
Actionable Tools
- Model Language for Purchaser Fact Sheet
- Model Language for Values-Based Vendor Orientation Fact Sheet
Set Standard Operating Procedures: Institutions, Management Companies, and Vendors
This stage guides institutions in the creation and implementation of standard operating procedures (SOPs) for developing and maintaining relationships with management companies and values-based vendors.
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Set Standard Operating Procedures: Institutions, Management Companies, and Vendors
Actionable Tools
- Model Language for SOP between Institution and FSMC
- Model Language for SOP between Values-Based Vendor and FSMC
- Model Language for SOP between Institution and Values-Based Vendor
Tell Values-Based Procurement Stories
This stage helps institutions understand the importance of telling stories about their values-based procurement program and see examples of what content to share and how to share it.
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Tell Values-Based Procurement Stories
Actionable Tools
- No Tools or Templates
Evaluate VBP Program
This stage helps institutions understand the importance of evaluating their values-based procurement programs through data collection, management, and assessment
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Evaluate VBP Program
Actionable Tools
- KPI Metrics Model Language