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Food Service > purchasing > Flashcards

purchasing Flashcards

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1
Q

what is purchasing?

purchasing or procurement

A

the process of securing
- the right product into a facility
- at the right time
- in a form that meets pre-established sandards for quantity, quality, and price

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1
Q

what is purchasing?

purchasing or procurement

A

the process of securing
- the right product into a facility
- at the right time
- in a form that meets pre-established sandards for quantity, quality, and price

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2
Q

the process of purchasing varies among…

A

operations, depending on whether a formal, informal or combination of approaches is used.

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3
Q

8 steps in food purchasing

A
  1. identify needs
  2. determine quality standards and write specifications (what grade, quality, how much)
  3. estimate quanitities needed
  4. calculate inventory levels (what we have on hand)
  5. indentify amount to purchase (subtract existing stock levels)
  6. develop purchase orders
  7. research potential vendors and product availability
  8. select and negotiate with vendors
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4
Q

define the market

A

the medium through which a range of ownership occurs

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5
Q

define commodities

A

raw agricultural products used to produce food

wheat instead of the cost of bread and pasta and cereal

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6
Q

what is the primary market?

A

the basic source of food supply including growing regions and processing plants

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7
Q

define the food system

A

growing
harvesting
processing
producing
manufacturing
packaging
marketing
distributing
selling
serving
consuming

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8
Q

define the marketing channel

A

the food processing and distribtution system, beginning with the grower of raw food products and ending at the final consumption

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9
Q

what are brokers in food service

A

sales representative for a manufactureer or group of manufacturers

ex. ADL may have sales rep who goes to institutions or loblaws or hospital to negotiate to get their products into stores

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10
Q

what is a manufactureers representative?

A

sales rep for a single manufacturer

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11
Q

market regulation

A
  • important for consumer protection (food, safety, wholesomeness, quality)
  • evaluation of food production systems for…
    (disease, microbes, chemical/physical hazards, allergens, filth)
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12
Q

what is the role of health canada?

A

to develop food safety and nutrition standards and policies,
- assess food safety risks
- food and drug act and regulations

health canada establishes our standards with the candian food inspection agency who enforces regulations

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13
Q

what is the role of the canadian food inspection agency

A

verify that industry is meeting federal food safety and regulatory requirements, and sets standards to detect and prevent risks to canadas food supply

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14
Q

what is the role of public health agency of canada?

A

conduct food-related illness surveillance and outbreak investiagtions, and provide advice on how to protect themselves during an outbreak

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15
Q

market regulation - food safety

who inspects?

A

provincial department of health and wellness:
- public health inspectors
- inspection of food service facilities
- inspection of processors not falling under CFIA

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16
Q

market regulation - quality

A

packaging and lebelling regulations
dairy product regulation
processed products regulations

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17
Q

what is the buyer responsible for?

A

purchasing food, supplies and equipment
- communicate and negotiate with market representatives
- need extensive knowledge and understanding of legal requirements especially as they relate to orders and contracts

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18
Q

good buyers evaluate products and make decisions based on:

A

objective assessment of the product price and quality and services provided by the supplier

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19
Q

define negotiation

what it is and what there needs to be a clear understanding of

A

the communication skills used by individuals to confer with each other to reach an agreement
- professional working relationship with vendor

clear understanding of:
- product needed (quality, quantity, operational context)
- where and how its used

20
Q

products should be evaluated objectively, and buying decisions made on the basis of __,__ & __

A

quality, price and service

21
Q

ethics in purchasing

A

deal successfully with sales reps, brokers and marketers
competitive bidding
avoid compromising a professional relationship

hoping for a long term relationship with vendors

22
Q

what is collusion?

A

secret management of products or services for fraud like purposes

23
Q

centralized purchasing

pros and cons

A

One department within the organization assumes main responsibility for purchasing.

Pros:
- relieves responsibility for interviewing reps, negotiating & placing orders
- saves time and money

Cons:
- friction can develop between purchasing department and food service unit if there is not a clear understanding of decision making authority.

24
Q

group or cooperative buying

pros and cons

A

An organization that represents member organizations and oversees their purchasing function

Pros:
- cost saving for organization rather than the individual units
- may attract more vendors

Cons:
- not much negotiating leverage

25
Q

what is a vendor

A

a seller, a source of supply

26
Q

broadline vs specialty vendors

A

broadline vendor: large inventory
specialty vendor: limited product line

27
Q

what are the 2 methods of purchasing

A

Informal or open market buying:
- common in smaller food service operations

involves ordering needed food and supplies from a selected list of vendors based on daily, weekly, or monthly price quotation.

formal competitive bid buying:
- written specifications and estimated quantities needed are submitted to vendors with an invitiation for them to quote prices.

28
Q

formal competitive buying pros and cons

A

Pros:
- good for large food services or multiple unit organizations
- minimizes possibility of misunderstandings
- used mainly for non-perishables (less price fluctuation)

Cons:
- time consuming
- open to manipulation
- planning requests must be made well in advance

29
Q

methods of purchasing - variations

A

Cost-plus purchasing, prime vending, blanket purchase agreement (bpa)

  • bids for periods of time with flexible market pricing
  • firm fixed price (FFP)
  • purchase bulk and draw down on contracted amount over time
  • cost-plus purchasing (vendors cost pluss)
  • prime vending (formal agreement with single vendor)
  • blanket purchase agreement (BPA) (charge account; use for multiple vendors
  • just in time (purchase for production run, delivered JIT)
30
Q

a contract should be awarded to:

A

the bidder offering good price, quality and service

31
Q

major factors to consider in purchasing market forms of food

A

cost involved in purchase of and use of fresh or natural forms vs ready to eat foods

quality
equipment
labour
time
inventory
total cost

32
Q

level of quality purchase should match the _ _

A

intended use

33
Q

what are the canada grade standards for beef, eggs and poultry?

A

beef: 13 grades; based on animal age and marbling
eggs: A,B,C cleanliness, freshness
poultry: canada grade A, Canada utility grade, Canada C grade

34
Q

how to identify purchasing needs

A

food need identified from MENU and recipes
-request to purchase requisition triggers the purchasing process

inventory stock levels:
- complete detailed list of goods in stock (computerized)
- set levels (minimum and maximum) set
- is order quantity feasible in the budget?

35
Q

mini-max and PAR stock

inventory management

A

mini: the point below which the inventory should not fall

Max: min plus estimated usage and typical ordering frequency

PAR stock: stock brough up to a specified level each time an order is made, regardless of inventory

36
Q

quantity to buy and frequency of ordering depends on:

A

money, storage space, method of buying and frequency of deliveries

perishability of the food

37
Q

what is product specification and would does it include?

A

a detailed description of a product stated in terms clearly understood by the vendor and buyer and should always include:
- name of the product
- federal grade or brand
- unit on which price was quoted
- name and size of the container
- count per container or approximate number per pound

38
Q

award contract: conditions

A
  • services to be rendered
  • dates and method of deliveries
  • inspection requests
  • grade certificates required
  • procedures for payment
  • procedures for substitution
39
Q

terms of the sale free on board (FOB)

A

specifies buyer or seller as paying or bearing freight charges, ownership during transit and filing claims for damage

40
Q

FOB origin - freight collect

A

buyer at all stages

41
Q

FOB origin - freight prepaid

A

seller bares freight charges, buyer owns during transhit and files claims

42
Q

FOB destination

A

seller at all stages

43
Q

what is a purchase order (P.O.) and what are its key elements

A

written request to a vendor to sell goods to the facility

quantity of each item needed for the period
quality specifications
required date of delivery

44
Q

evaluating bids

public purchasing laws

A

bids stay sealed until end date
late bids returned unopened
supervised opening of bid

laws specify that the award be made to the lowest responsible bidder
- factors of integrity, reputation, capacity to fulfill contract, previous experiences with bidder, sample evaluation

45
Q

inventory file

data base

A

info on all food items on the menu and other items
coded with category, storage location, special use or other info

46
Q

census file

A

info on how much each item is used
(menu items, frequency of use)
- enables forecasting

47
Q

recipe file

A

all standardized recipes; computer adjust recipes for amounts and convert into purchasing units

Food Service (8 decks)

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