QUALITY SHEET

Caution!

This document as well as the technical sheets of non specialized food products are intended to provide information on what we consider to be ideal with regard to products, packaging, and purchase conditions. Depending on the amount purchased, the frequency of purchase and the supplier, you should come as close as possible to this ideal by demanding the maximum number of guarantees (certificates,monitoring agency services, sampling,analysis, phytosanitary treatments, etc.).

• If the project’s basic foodstuffs do not require storage (e.g., small quantities bought daily on the local market), it will be difficult for you to follow the quality sheets recommendations. In this case, we recommend that:
• you buy in this way only those foodstuffs that warrant it, that is, which don’t lend themselves to storage (fresh produce, meat, etc.)
• you choose the same quality you would for consumption by MSF staff (to avoid dubious, inexpensive products)
• On the other hand, once food stocks are organized, each sheet should be read and followed. The larger the volumes, the more closely the recommendations should be followed. If some of them are hard to follow, discuss your alternatives with your coordination team/ headquarters, and come to a joint decision on a purchasing strategy. We recommend prioritizing quality guarantees over purchase location (local supermarket vs.capital, for example). Get as close as possible to the product’s source, and avoid intermediaries.

To sum up

• product that is hard to store: purchase locally, choosing products as if you are buying for the MSF team
• storable product: buy from a supplier who can provide quality guarantees

SPECIFICATIONS

MSF specifications and national specifications

MSF specifications have been written for each product. They are based on the codex alimentarius

The implementation of the recommendations of the codex alimentarius vary upon countries. We recommend that you consult the authorities to know the local specifications before purchase

Importations of foodstuffs are always subject to prior authorization by national authorities.

Consider the potential impact on local, national or regional market availability and prices before purchasing large quantities of basic foodstuffs.

Packaging and labelling

2% empty bags should be added to the shipment without additional charges.

Standard labelling

• Supplier initials/year/order no./section initials/ program code
• Médecins Sans Frontières
• Product
• Net Weight in kg
• Crop year
• Might be added the note: "Humanitarian donation".

PRECAUTIONS FOR PURCHASE

• In case of local or sub-regional availability of products outside of MSF standards, we recommend contacting headquarters for approval prior to purchase
• All products should be clearly labelled as being wholesome, sound, of market quality, and fit for human consumption. Getting a certificate of origin is a plus for guaranteeing the traceability of the product. The Cartagena Protocol requires producers/exporters to indicate whether their products do or do not contain GMOs (Genetically Modified Organisms).

Local purchases and inspection company

• Use and fill the appropriate "Contract for local purchase" (1 per product) ref. NSFOPURC++.
• In case of purchase of big quantity, make an inspection company (SGS, Cotecna, Véritas, FAIDEX, etc.) perform an inspection before loading. Use and fill the appropriate "Inspection contract" (1 per product) ref. NSFOINSP++.

Transport

• Check the transport modes used before shipping (cleanliness, protection, etc)
• Check the contract of carriage: the carrier must promise to take responsibility for any deterioration of goods during shipping (dirty trucks that previously transported hydrocarbons or other products incompatible with foodstuffs, trucks not covered despite the risk of rain, etc

Receiving

• Check the goods (for quantity/quality) upon receipt. Use and fill the "check list for the control upon receipt": NSFOCRECOOE (English), NSFOCRECOOF (French).

STORAGE AND MAIN RISKS FOR DETERIORATION

Storage

Follow the procedure QA-NFOS-SOP2 "Storage and stock management of food".

• Always store on pallets or groups of pallets
• Food products must always be separated from other products
• FEFO (first expired first out) inventory management
• Under humid tropical conditions, most insects can multiply by a factor of 50 in six weeks. Limit storage time is therefore a way to minimize insect infestation.

Humidity

• The relative humidity indicates the amount of water vapour in the air. It is expressed as a percentage and depends primarily on the precipitation pattern and atmospheric pressure (which increases with temperature).
• It is essential that stocks be kept at the lowest possible temperature and humidity (air humidity < 70%).
• An increase in the product’s moisture content due to high ambient air humidity promotes the growth of fungi which secrete toxins.
• The ability of microorganisms to multiply in foodstuffs increases in the presence of free moisture.

Insects, rodents and birds (pest control)

• Temperatures between 10 and 45ºC are most favourable to completion of their reproductive cycle.
• Rodents (rats and mice) represent an important risk factor for foodstuffs, packagings, buildings and staff.
• Prevention is the key word, it is necessary to treat in case of infestation.

Treatment

• It is essential to take action at the first sign of infestation in order to minimize reproduction of insects and damage to the foodstuffs. Follow the procedure MSF-NFO-SOP3.1: "Pest control".
• Fumigation is the main method of treating staple foods. Caution, phytosanitary treatments may only be performed by authorized organizations to prevent excessive quantity of residual pesticides. Safety conditions must therefore be met before any operation of fumigation, and only national organizations authorized and trained to handle such substances can perform fumigation.
• The decision to distribute mildly infested foodstuffs (1 to 2 living insects per kg of product) will depend upon the circumstances. Such a decision is acceptable if the product is consumed quickly. Higher infestation levels are acceptable for distributions if the product is intended to be ground prior to consumption.

Bibliography

Food logistics. Practical guide intended for logisticians and medical personnel involved in managing food products in the field (L046FOOM01E-P).