Equipment Approval Request Form - School Nutrition Programs

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Capital Expenditure Pre-Approved List:

Per the United States Department of Agriculture (USDA) Policy Memorandum SP 31-2014, any equipment appearing on the Montana School Nutrition Programs Equipment List has prior State Agency approval. Therefore, the program operator may purchase those equipment items following proper federal, state, or local procurement procedures as applicable without submitting a request to the State Agency for approval.
SP 39-2016

OPI Pre-approved Equipment List

Use this Form to Submit a Capital Expenditure Request for Other Equipment with a Unit Cost of $5,000 or Greater that is not on the Pre-Approved Equipment List.

For any capital expenditure requests using School Nutrition Program funds with a unit cost of $5,000 or greater, and/or that are not included on the MT OPI's USDA approved list, program operators must submit a completed Equipment Purchase Request Form for the State agency to review and approve prior to purchase. 2 CFR 200.439, Equipment and other capital expenditures require SFA to obtain the prior written approval from the State agency before incurring the cost of a capital expenditure. During an administrative review, as required by 7CFR210.18, and audits as required by 2CFR200.501, OPI must ensure appropriate equipment purchases were made based on either the approved equipment list or the State agency prior approval process. If any equipment purchases are identified as unallowable, OPI SNP may disallow these purchases as require the SFA to replenish the nonprofit school food service account as appropriate. SFA must follow USDA Child Nutrition Programs procurement regulations, 2CFR200.318-326.

Contact the Office of Public Instruction, School Nutrition Programs at 406-444-2501 if you have any questions about equipment purchases.

School Food Authority (SFA) *

Name and position of person submitting request *

Email address *

Phone number *

For any capital expenditure requests using School Nutrition Program funds with a unit cost of $5,000 or greater and/or that are not included on the USDA approved list, please provide the following information for State Agency review for approval. *

The SFA is requesting to purchase a capital expenditure (equipment costing $5,000 or greater) that is not already on MT OPI SNP's approved equipment list.

Required

Type of equipment requested *

Description of the equipment including what it is , how it will support the operation or maintenance of the nonprofit school food service, and your need for this equipment. *

Is this equipment cost necessary, allowable, allocable, and reasonable for efficient operation and administration of the Child Nutrition Program's nonprofit food service fund? 2CFR200 Subpart E *

Yes

Estimated Cost of equipment *

I understand in addition to submitting this form I must also email files of quote/bids to snpinfo@mt.gov

Yes, I will also email the bids to snpinfo@mt.gov

Capital expenditures for general purpose equipment, buildings, and land are unallowable. Nonprofit school food service funds are to be used only for the operation or improvement of such food service (and not for equipment costs that would add to the permanent value of the school building or general school use). Will this equipment only be used for the school food service program operation or improvement? *

Yes

If other programs will be using this equipment the cost must be prorated. Report the percentage school nutrition programs will be contributing, and what other funds will cover the remainder (if applicable). *

Have you or will you follow proper procurement regulations and thresholds to ensure competitive purchase? Reminder that micro-purchase threshold is $10,000 (up to $50,000 if self-certified documentation on file) and small-purchase threshold for Montana is $80,000 for informal procurement procedures. Any purchase above $80,000 requires formal procurement procedures. 2CFR200.318-326 *

Yes

Explain how the old equipment that still has value will be disposed of and that you acknowledge that any proceeds from the disposition of the equipment will be used to offset the cost of the replacement equipment

Name of the Authorized Representative of the SFA's School Nutrition Program (as listed in the OPI Active Directory). *

Electronic Certification: *

By checking this box I certify that the above request was authorized by my School Food Authority Authorized Representative.

Required

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