Standard Operating Procedure for Direct to Farmer Grant Contracts
PRESEASON
Producer completed preseason projections.
Determined transportation needs.
Forecasted first pick up date to WFHC.
1 WEEK BEFORE EACH PICK UP
Producer completed the WI LFPA Weekly Transport/Shipping Request Form.
WFHC created a Purchase Order/BOL.
4 WEEKS BEFORE 1ST PICK UP
Determined packaging needs.
Packaging needed to be ordered with enough time to receive delivery before producer’s first pick up - 4 week minimum lead time.
DAY BEFORE EACH PICK UP
WFHC contacted grower with finalized time-window for pre-established route and confirmed pickup location and transport plan.
2 WEEKS BEFORE 1ST PICK UP
Contacted WFHC to begin planning for first shipment.
WFHC worked with PRODUCER to determine a day that worked for PRODUCER and Food Access Site.
DAY OF EACH PICK UP
PRODUCER or representative of PRODUCER was present at pick up site to confirm Purchase Order/BOL was correct. All corrections were made to BOL at time of pickup, if a new invoice was required, PRODUCER submitted to WFHC within 24 hours.
Contracted product was transported to Food Access Site while maintaining refrigeration requirements.
Food Access Site signed Purchase Order/BOL to verify delivery.
Signed Purchase Order/BOL and invoice were submitted to WFHC or turned in by WFHC driver.
WFHC emailed a confirmation of receiving approved Purchase Order/BoL to PRODUCER. Payment was issued to PRODUCER within 45-60 days.