Contracts The SFA must maintain documentation of all records related to the execution and management of the contracts awarded from their solicitation activities that are utilized to purchase goods and services for the Child Nutrition Program with federal funds. Records Retention/Submission Frequency Due Date/s The bidding and SFA retain Annually Upon contract negotiation history records for at least award Ongoing including notes from a period of 3 years FSMC contracts evaluation if after submission must be approved applicable. of the final claim prior to Billing and payment for reimbursement implementation records for the fiscal year A history of any unless there are contractor claims audit findings. If there are A history of any unresolved audit contractor breaches findings, the Fully executed records shall be contracts retained as Amendments required for the resolution of issues raised by the audit. See 7 CFR 210.23. Vended meal contracts and Foodservice management Company (FSMC) contracts must be submitted and approved by the Non-Competitive Proposals SA through SFAs must obtain approval from the State Agency prior to awarding contracts or purchasing goods CNIPS. and services when there are mitigating factors that the SFA believes prohibits following their normal procurement processes or if an inadequate number of responses for goods and services is received when following the established procedures.
Contracts The SFA must maintain documentation of all records related to the execution and management of the contracts awarded from their solicitation activities that are utilized to purchase goods and services for the Child Nutrition Program with federal funds. Records The bidding and negotiation history including notes from evaluation if applicable. Billing and payment records A history of any contractor claims A history of any contractor breaches Fully executed contracts Amendments Retention/Submission SFA retain records for at least a period of 3 years after submission of the final claim for reimbursement for the fiscal year unless there are audit findings. If there are unresolved audit findings, the records shall be retained as required for the resolution of issues raised by the audit. See 7 CFR 210.23. Vended meal contracts and Foodservice management Company (FSMC) contracts must be submitted and approved by the SA through CNIPS. Frequency Annually Ongoing Due Date/s Upon contract award FSMC contracts must be approved prior to implementation Non-Competitive Proposals SFAs must obtain approval from the State Agency prior to awarding contracts or purchasing goods and services when there are mitigating factors that the SFA believes prohibits following their normal procurement processes or if an inadequate number of responses for goods and services is received when following the established procedures.
SCN%20Record%20Keeping%20Requirements%202016.docx