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Attachment #3 6.1 1 United States Department of Date: 02-22-201 0 Food and Nutrition Service Re: SFP 10-017 Mid-Atlantic Region 300 Corporate Blvd Subject: Updated Prior Approval Guidance Robbinsville, NJ 08691 -1 598 To: All WIC State Agencies There are different approval requirements for various items of cost incurred by WIC State agencies. States have indicated that clearer guidance on approval requirements is necessary, particularly in regard to non-computer equipment, computer equipment, and other capital expenditures. The purpose of this memo is to clarify the existing guidance for these items, as well as breast pumps, since they may also require prior approval from FNS. This policy supersedes the prior approval guidance provided in SFP 02-096. Non-Computer Equipment WIC State agencies may charge the full acquisition cost of non-computer equipment costing less than $25,000 per unit, including medical equipment, without obtaining prior FNS approval, and may allow local agencies under their oversight to do likewise. FNS Regional Offices retain the discretion to apply a lower dollar threshold to an individual State agency and to the local agencies under its oversight, provided certain requirements apply and the State agency receives written notice. At this time, we require expenditures over $25,000 to be submitted to the Regional Office for prior approval. The requests for prior approval must include: o A description of needlexplanation of purchase. o Copies of at least three price quotations, bids, or proposals, as appropriate. o Cost allocation plan (if applicable). State agencies required to make procurements by non-competitive proposals, such as a State approvedlmandatory sole source list, are required to submit their proposed procurement to FNS for prior approval with justification as to why the item is only available from a single source, along with a description of need, a price quote, and a cost allocation plan (if applicable).