Food Service Operations Procurement - DOC Policy 30.3.1

Sep 16, 2026

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Department of Corrections General Services policy establishes a compliant process for purchasing food and food operations goods, equipment, and services. It defines key roles and systems involved in ordering, tracking, receiving, and paying for inventory and noninventory items, and clarifies responsibilities of procurement oversight. The policy also outlines critical concepts such as expedited acquisition and fragmenting prevention, ensuring procurements follow applicable Oregon statutes and administrative rules.

LanguageEnglish

CategoryForms

FormatPDF

Pages8

Reading Time3 min

AccessFree to download

Purpose

Definitions

Key Terms and Roles

Policy

Purchasing Methods and Thresholds

| | DEPARTMENT OF CORRECTIONS General Services | | | | --- | --- | --- | --- | | Title: Food Service Operations Procurement | | DOC Policy: 30.3.1 | | | Effective: 6/5/24 | | Supersedes: 2/22/21 | | | Applicability: Financial Operations and Institutions | | | | | Directives Cross-Reference:
ORS 179.040 General powers and duties
ORS 72.6010 Breach, Repudiation and Excuse through ORS 72.7250 Remedies ORS 279B.130 Debarment of Prospective Bidders and Proposers
ORS 200.035 Notice to Governor’s Policy Advisor for Economic and Business Equity OAR 291-160 Procurements for Operational Support and Adult in Custody Programs OAR 137-045-0010 through OAR 137-045-0060 DOJ Review of Public Contracts | | | | | Attachments: None | | | | I. PURPOSE To establish a process for the purchase of food and food operations goods, equipment, and service for the Department of Corrections (DOC) in accordance with the ORS 179.040 and DOC rule OAR 291- 160 DOC Procurements for Operational Support and Adult in Custody Programs. II. DEFINITIONS A. AFAMIS: Automated Financial Accounting Manufacturing Inventory System. DOC’s purchasing software system used to order, track, receive, and make payment for inventory and noninventory purchases. B. Designated Procurement Officer (DPO): The individual designated and authorized by the Director to perform procurement review and oversight functions and is responsible for all delegated procurement activity on behalf of the department. C. Dietitian: The individual responsible for preparing and certifying a nutritionally adequate cycle menu that meets the needs of all types of adults in custody (AICs) housed in department facilities; participates in procuring foods that meet nutritional standards of the menu; develops therapeutic diets; and provides training, consultation and technical assistance to staff and AICs in the areas of nutrition, food service sanitation, and safety, therapeutic and religious diet needs. D. Expedite: Immediate acquisition of goods or services to alleviate an emergent situation. All procurement rules are followed. E. Fragmenting: Artificially dividing a procurement to constitute a small procurement, or to circumvent the Department of Justice (DOJ) legal sufficiency requirements, or when multiple purchases are made for a single product or purpose, which could be reasonably foreseen or planned and the combined total dollar amount exceeds the delegated limitation. The same product procured within 90 days must get permission from the DPO to use the small procurement rule or competitively bid to avoid the appearance of fragmenting. F. Food Equipment or Services: All materials, equipment, products and other property, and services required for the handling, preparation, delivery, serving and storage of food products. G. Food Inventory Procurement Committee (FIPC): Includes Food Services Administrator (FSA), Central Distribution Center (CDC) Warehouse Manager, dietitian, warehouse and receiving staff and Procurement and Contracts Unit. This group meets regularly to determine food products which need to be purchased for DOC’s menu. H. Food Product: Any food items that will be prepared for or consumed by the department’s AIC population. I. Food Service Administrator (FSA): The individual responsible for the oversight of the department’s food program including, but not limited to, menu development, food product quality, opportunity buy offers, and institutional culinary audits. J. Functional Unit Manager (FUM): Any person within DOC who reports to the Director, Deputy Director, an Assistant Director, or administrator and has responsibility for delivery of program services or coordination of program operations. K. Invitation to Bid (ITB): All documents, whether attached or incorporated by reference, used for soliciting bids. A written invitation to prospective suppliers to submit a bid response to supply goods or services. L. OregonBuys: The State of Orego

FAQs

What is the purpose of DOC Policy 30.3.1?

It establishes a process for purchasing food and food operations goods, equipment, and services for the Department of Corrections in accordance with applicable Oregon statutes and rules.

What does AFAMIS do in the procurement process?

AFAMIS is the DOC purchasing software system used to order, track, receive, and make payment for inventory and noninventory purchases.

What does “fragmenting” mean under this policy?

Fragmenting is artificially dividing a procurement to keep it small or to avoid legal sufficiency requirements; if the same product is purchased within 90 days, approval from the DPO is required or a competitive bid must be used to avoid the appearance of fragmenting.

Sep 16, 2026

Uploaded by Aldword