Sample Language: Vendor Reporting

For Organizational Policies and Food Vendor Contracts

At a glance

Vendor reporting requirements can be included in organizational policies, food vendor contracts, or written agreements. These requirements name specific data or metrics you may want the vendor to report. Sample language is below.

Chef with papers in commercial kitchen

Introduction

Identifying the specific data or metrics you want a vendor to report is important to include in any healthier food service policy, contract, or written agreement. Communicating reporting requirements up front ensures a vendor understands how institutional changes will be assessed over time. In addition, using standardized metrics can help you communicate the impact of your healthier food service initiative.

Vendor reports can used for much more than assessing compliance. Vendor reports generally contain:

  • Information about overall operations.
  • Number of trainings.
  • New food service staff.
  • Gross sales.
  • Profit margins.
  • Comparisons between sales of healthy and less healthy foods.

Vendor reports can provide metrics to help evaluate and communicate the overall impact—positive or negative—of your organization's food service guidelines initiative. This information can be important to institutional leadership, partners, and champions.

This sample language for vendor reporting requirements in food service guidelines is for illustrative purposes only.

Chef with clipboard in commercial kitchen.
Require vendor to provide monthly sales data for healthy and less healthy foods in food service contracts.

Sample language

The vendor should describe his or her company's capacity to address the following:

Establish a system for reporting and monitoring to help track compliance and consider ways to improve healthy food procurement. The vendor should describe how they will provide the following information:

  • Monthly (or weekly) operating statements.
  • Monthly sales data for all items sold.
  • A comparison of sales for healthier and less healthy food and beverage items.

Provide a plan that explains how the vendor will work to monitor implementation of healthier food service guidelines, the service levels, menus, sales of foods and beverages, and marketing programs, as well as any other relevant items. The plan should include the frequency of monitoring and the forms that will be used.

Toolkit links

Server dishing up a meal in a food service line.
Sample Language: Roles and Responsibilities
Name parties responsible for carrying out activities, meeting objectives, and monitoring progress.
Food service guidelines policy framework.
Put Guidelines in Organizational Policies and Food Vendor Contracts
Elements of a comprehensive food service guidelines policy and links to sample contract language.
Icons for the four Building Blocks of Food Service Guidelines. The four icons are 1) trowel and brick wall 2) shaking hands 3) a checklist and 4) a street sign going in three directions.
Food Service Guidelines Implementation Toolkit
Describes how to use the four Building Blocks of the Food Service Guidelines Implementation Toolkit.
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Content Source:
National Center for Chronic Disease Prevention and Health Promotion (NCCDPHP)