Direct Purchase Through Producers

Schools can procure food directly from local farmers, ranchers, and fishermen by soliciting quotes or bids and setting up contracts in advance of the growing season. Contracts are typically arranged months ahead, allowing schools to plan accordingly. Some schools prefer a month-to-month arrangement based on availability and budget. Deliveries can be made directly to schools or a central warehouse, or schools may pick up products from farms or farmers’ markets.

Check out the Current approved Producers and Meat Processors at the link below. All producers on this list have been approved by the Oklahoma Department of Agriculture, Food and Forestry and comply with all state and federal regulations. 

Purchasing from Intermediate Markets

School districts often work with distributors, food hubs, and cooperatives to supply specific foods, like produce, for meal programs. Purchasing through these intermediate markets allows schools to access products from multiple local farmers, reducing the administrative burden of dealing with individual producers. When working with a distributor, ask how much of their food is locally sourced and whether they can increase that amount. Be sure to clarify their definition of “local” as well.

From Food Service Management Companies (FSMCs)

Schools that contract with FSMCs can prioritize locally sourced foods by including this preference in their bid requests. FSMCs must follow federal, state, and local procurement rules and meet USDA meal patterns, while also helping integrate local products into the menu, streamlining the process for schools.

USDA DoD Fresh Program

All schools have the option to spend some or all of their USDA Foods value on fresh produce from the “DoD Fresh Program.” This program supplies whole or minimally processed produce from farms that may or may not be local to your state.

USDA Fresh Fruit & Vegetable Program (FFVP)

FFVP offers K-8 students in participating schools a variety of federally reimbursed fruits and vegetables as a snack before or after lunch. Typically, available to schools where 50% or more of students qualify for free or reduced meals, FFVP provides an opportunity to incorporate nutrition education, offer healthy snacks at low cost, and support local farmers by purchasing locally.

Farmers Markets

Farmers markets offer an excellent opportunity to source local ingredients for meals, snacks, and taste tests while enriching students’ learning experiences. School Nutrition Directors often visit markets to meet producers, compare pricing, and explore seasonal crops. Handwritten receipts from farmers’ markets are acceptable for CACFP reimbursement as long as they include the purchase date, vendor details, item costs, quantities, and total cost.

School Gardens

Though school gardens may not produce enough food for entire meals, they can supplement meals with fresh fruits, vegetables, eggs, and honey. These gardens offer hands-on learning experiences, enhance education, and strengthen students’ connection to their food. USDA and state regulations allow schools to use garden-grown produce in meals, snacks, and taste tests, as long as local health and sanitation guidelines are met.

Affording Local Food for the Long Haul

Serving fresh, nutritious meals within tight school food program budgets that aim to break even or generate profit can be challenging. So, how can local food fit into this equation? When budgeting for local food, consider not only its price but also the costs associated with ordering, shipping, packaging, and the additional preparation time needed for cleaning and processing whole foods. These factors must be weighed against participation rates, reimbursements, and student preferences.

Schools must maintain fiscally sound programs without sacrificing their bottom lines for local food purchases. A practical approach is to start small—purchase just one local item per month to test the waters and evaluate costs.

Seasonality also plays a key role in managing costs. Local items are often cheaper during peak harvest seasons due to lower transportation costs and the need for producers to move perishable goods quickly. Additionally, buying local products that are abundant and available through mainline distributors can offer cost savings without sacrificing quality.

Many food service managers have found that local, farm-fresh foods lead to less waste in the kitchen and on trays due to their superior quality and flavor. In some cases, food costs have even decreased. When higher-cost items are used, they can be served less frequently or in smaller portions, balancing the budget. For instance, schools have reduced cooking and plate waste by offering high-quality locally grown salad mixes, making it easier to justify or offset the higher price.

To make local food a sustainable part of the budget, consider dedicating a fixed percentage (e.g., 5%) of the food budget to locally sourced products. This approach can help ensure consistent, thoughtful investment in local food while maintaining fiscal responsibility.