REQUEST FOR APPLICATIONS
2012 Oregon Farm to School & School Garden Grants
TABLE OF CONTENTS
I. INTRODUCTION
- Farm to School and school gardens in Oregon
- Potential outcomes of Farm to School and school gardens
- Farm to School Touch Points
II. AUTHORITY
III. ELIGIBILITY
IV. AWARD AMOUNTS, DETERMINATION OF AWARD AMOUNTS AND AWARD NOTICE
A. Important Dates
B. Grant Application Deadlines
C. Award Notices
D. Award Periods
V. APPLICATION SELECTION, AWARD CRITERIA AND REVIEW CRITERIA
VI. ALLOWABLE EXPENSES
VII. RESTRICTIONS AND LIMITATION ON GRANT FUNDS
VIII. IMPORTANT DATES AND DEADLINES
IX. POST-AWARD MANAGEMENT
A. Grantees must ensure
B. Change Key Personnel
C. Scope or Objectives
D. Extension of Grant Agreement
E. Budget Changes
F. Reporting Requirements
G. Evaluation and Impact
H. Records Retention
X. ASSISTANCE AND FREQUENTLY ASKED QUESTIONS
XI. CONFIDENTIALITY AND CONFLICT OF INTERST
- Confidentiality of an Application
- Conflict of Interest and Confidentiality of the Review Process
Appendix A –Scoring Criteria and Scoresheet Template
Appendix B – Budget and Budget Narrative (Detailed item description)
Appendix C –Unallowable and Allowable Costs
Appendix D –Application Checklist
Appendix E – Answers to Frequently Asked Questions
I. INTRODUCTION
A. Farm to School and school gardens in Oregon
Although Farm to School programs vary according to place and the people who run them, they typically include one or more of the following program components. They connect local farmers, fishers, ranchers, and food processors with school cafeterias in preschools, grades K through 12, and colleges. They serve and promote locally produced agricultural products on the lunch line. They educate and connect youth to food production, nutrition,and preparation through activities such as school gardens, field trips to farms, and chefs in the classroom. Increasingly, Farm to School programs also include cross-promotion of schools’ featured local foods in retail outlets, healthcare facilities, and other institutions.
Currently there is tremendous interest in farm to school programs nationally and in Oregon particularly. Oregonians are excited about the potential of farm to school programs to increase local economic development, shorten the urban-rural-coastal divides and support children’s health and academic achievement.
In Oregon, approximately 90 school districts, out of 198,indicate that they are purchasing Oregon agricultural products in addition to milk. These 90 districts serve well over half of the school-aged children in the state. This number presents an opportunity, as it is unknown what level of farm to school programming exists in each site and how much it is integrated between the cafeteria, classroom and community. It is not enough to simply increase the amounts of Oregon agricultural products that schools serve on the lunch line. If we really want kids to recognize local foods, eat them at school and elsewhere, and understand how they are good for their health, it is critical that Oregon foods are served in a way kids will like and that they are also promoted within the cafeteria, classroom and community. Ensuring that kids eat the food ensures a more stable market now and into the future.
Ten years ago when Farm to School started, the focus was primarily on procuring and promoting fresh fruits and vegetables. Within the past 5 years we have seen increased interest on developing multi-ingredient and “center of the plate” local meal entrees. Schools are interested in the educational value of using Oregon agriculture to teach lessons related to health, history, geography and science. Further, educators recognize that farm to school programs encourage children to eat school meals-ensuring their readiness to learn
B. Potential outcomes of Farm to School and school gardens
Farm to School and school garden programs have shown promise in increasing children’s access to healthier foods, particularly fresh fruits and vegetables and minimally processed foods, as well as increasing their knowledge of and desire to eat such foods and their consumption of healthier foods. These outcomes are effective in reducing childhood obesity if the increased consumption of produce and minimally processed foods displaces consumption of other higher-calorie foods and reduces overall caloric intake. The increased use of local foods in school meals and educational activities may provide new markets for food producers and processors, and positively influence job creation and economic growth.
These multiple societal benefits are important features of Farm to School programs because they may help secure and sustain community-wide support for and participation in them. The more program components that a specific Farm to School program incorporates, and the more integrated the program components are, the more likely a Farm to School program is to be effective at accomplishing these outcomes.
C. Farm to School Touch Points
The development and integration of Farm to School and school garden programs requires the involvement of multiple actors within schools and the larger community, including nutrition services, educators, and food producers. Farm to School connects schools to local food producers with the objectives of serving local, healthy foods in school cafeterias, improving student nutrition, providing agriculture, health, and nutrition education opportunities, and supporting local and regional farmers. Farm to School implementation differs by locations, but includes one or more of the following intervention touch points: (1) cafeterias where local foods are procured, promoted and served; (2) classrooms where students participate in curricular connections with agriculture, food, health, and nutrition; (3) outdoor learning spaces and school gardens where students engage in hands-on learning and where lessons are physically reinforced; (4) home and family, where students bring information, food, seeds, and materials, and family members join Farm to School activities at school; and (5) broader community where students engage in field trips and service learning, community members participate in Farm to School at school, and community locations mirror procurement, promotion, and serving of local foods in schools.
II. AUTHORITY
In 2011, the Oregon State Legislature enacted HB 2800, the Farm to School & School Garden Bill. HB 2800directs the Oregon Department of Education to award grants to two or more school districts for reimbursement of costs incurred in purchasing Oregon food products that meet certain criteria, and for funding food-based, agriculture-based and garden-based educational activities.
III. ELIGIBILITY
Only school districts may apply for Oregon Farm to School and School Garden Grants. There may only be one application per school district. An application can include one school or multiple school sites within one school district. School districts may receive assistance from community partners in developing grant application materials. Charter schools may qualify if their charter identifies them as school districts and they participate in the National School Lunch Program. Private schools are not eligible.
IV. AWARD AMOUNTS, DETERMINATION OF AWARD AMOUNTS AND AWARD NOTICE
HB 2800established the Farm to School and School Garden Grant Program.The 2011 Oregon Legislatureprovided $200,000 in funding to pilot the program, which was reduced to $193,000 as part of widespread budget cuts during the 2012 legislative session. State administrative costs are no greater than2% of the total grant. (Two percent of $193,000 equals $3,860).
The remaining $189,400 must be allocated as follows: 87.5% to reimbursement purchase of Oregon foods that meet certain criteria and 12.5% to food-based, agriculture-based and garden-based educational activities. Further, reimbursements may be up to 15 cents per lunchserved. For the 2012-2013 grant cycle that means that approximately$165,497 may be awarded to supplement approximately 1,103,316 meals, and $23,643 may be awarded to educational activities. The percentages of 87.5% for reimbursements and 12.5% for educational activities are fixed, and cannot be re-proportioned by the applicant.
School districts may apply for a maximumof $50,000. There is no cash or in-kind match requirement.Indirect costs arenot allowable.This grant program is subject to availability of funds.
As part of the review process, ODE will review applicants’ budgets to ensure that all costs are reasonable, allowable and applicable. ODE will attempt to fully fund selected projects.
ODE reserves the right to fund applications out of rank order to achieve priorities identified earlier; or at lesser amounts if ODE determines that the project can be implemented with less funding; or at lesser amounts if state funding is not sufficient to fully fund all applications that merit awards. ODE may reject any or all proposals received; waive or modify minor irregularities in proposals received after prior notification and agreement of applicant; provide partial funding for specific proposal components that may be less than the full amount requested in the grant application; require a good faith effort from the project sponsor to work with ODE subsequent to project completion to develop reporting data or implement theproject results, where applicable; andwithhold any payments that do not meet grant conditions.
Unless an applicant receives a signed award document with terms and conditions; any contact from ODE should not be considered as a notice of a grant award. No pre-award or pre-agreement costs incurred prior to the effective start date are allowed. ODE is not obligated to make any award as a result of this Request for Applications. Only the recognized ODE authorized signature can bind the ODE to the expenditure of funds related to an award’s approved budget.
V. APPLICATION SELECTION, AWARD CRITERIA AND REVIEW CRITERIA
Applications will be initially screened for eligibility and completeness of application. After initial screening, ODE will convene an evaluation panel to consider the merit of each grant application. Each application that passes initial screening will be given to the panel to be evaluated and scored according to how well it addresses each application component. The panel will assign each application a score using the evaluation criteria and weights specified below for each evaluation component.
Eligible applications will be reviewed by a panel and scored based on criteria within the following categories: (1) Are well designed; (2) Incorporate positive changes in food purchasing; (3) Promote healthy food activities; (4) Have clear educational objectives; (5) Involve parents or the community; (6) Have potential for job creation; (7) Serve a high percentage of children who qualify for free or reduced price school meals under the United States Department of Agriculture's National School Lunch Program; and (8) Clearly state budget and how funds will be used in the program procurement and educational activities.
Applications will be scored on the categories above. ODE has ultimate authority to decide which applications are approved and funded, and generally will adhere to the scoringmade by the reviewers, provided that funding is available. However, ODE may take other factors into account when granting awards and/or not awarding a particular award.
Other priorities ODE may consider include, but are not limited to: the need to ensure geographic diversity and a range of projects from rural and urban areas; equitable treatment of large and small districts as well as urban, rural, and tribal communities; variety of stages of implementation (as determined by the inventory,which ODE has provided as an assessment tool to help how you are designing your program and how it changes over time. The inventory will be issued to the awardees after January 11, 2013); innovation demonstrated in an application; and the scores assigned by the review panel; the ability to ensure that the district is able to meet the current NSLP meal pattern and standards. ODE reserves the option to select one or more lower rated applications in order to achieve a diversity of projects and statewide representation. ODE may also determine that, based on their scores, few of the applications are of technical merit. In such a case, ODE may make fewer awards or smaller awards than expected or make no awards within that Request for Application timeframe.
A list of all applications deemed eligible for award will be submitted to Rob Saxton, Deputy State Superintendent for a final decision regarding funding.
VI. ALLOWABLE EXPENSES
See Appendix B
VII. RESTRICTIONS AND LIMITATION ON GRANT FUNDS
See Appendix B
VIII. IMPORTANT DATES, DEADLINES, AND AWARD PERIODS
A. Important Dates
- October 24, 2012– RFA Released
- November 14 2012 – Webinar (go to for more information)
- November 16, 2012 – (or soon after) Frequently asked questions and webinar released on website:
- November 30, 2012– Last day to ask questions (see last page)
- December 14, 2012– Proposals due
- January 11, 2013 – (Pending availability of funds) Awardsannounced and funds available. NOTE: Not retroactive. Project funds spent before signed contract is in place with ODE willnot be reimbursed.
- April 30, 2013 – Progress report due
- May 31, 2013– All funds must be spent and all products must be received.
- September 30, 2013– Reporting / Final Evaluation report due
B. Grant Application Deadlines
The complete application must be submitted on or before midnight (Pacific Time) on December 14, 2012. Applications received after the deadline date will not be reviewed or considered. ODE will not consider any additions or revisions to an application once it is received. ODE will not accept mailed, faxed, or hand-delivered applications. Applications must be submitted online at
C. Award Notices
Applications selected for award will be announced, subject to availability of funds, by January 11, 2013. ODE expects to make funds available on a reimbursement basis, to ensure proper use of funds.Funding of applications will be provided via electronic transfer of funds, or by other payment method as determined by ODE, only after receipt of a properly executed Grant Agreement, and subject to the availability of funding.The submission of an application does not guarantee funding. Funds spent prior to execution of a signed contract will not be reimbursed under this grant.
D. Award Periods
All grant funds must be spentand products or services received by May 31, 2013. ODE will not reimburse for program activities after May 31, 2013. In addition, there are two reports that must be completed for districts that receive this award. The first (progress) progress report is due on April 30, 2013. The final report is due to ODE no later than September 30, 2013. Please see page9 for reporting requirements.
ODE realizes that the timeline to spend these pilot grant funds is short, and duringatime of the yearwith reduced availability of fresh Oregon fruits and vegetables.
In addition to the fresh Oregon fruits and vegetables that are available during the grant time period (stored apples and pears, winter squash, broccoli and kale, root vegetables, etc.) thesegrant funds may be spent on canned and frozen fruits and vegetables, grains, eggs, poultry, meat, and processed foods such as soups or stews. The only restriction is that they may not be used to purchase fluid milk, as milk is primarily already a local food product. Regardless of the type of product purchased with the grant dollars, all funds must be spent in accordance with federal, state and local procurement statutes and regulations. Funds not spent in accordance with procurement guidelines will not be reimbursed. Districts that demonstrate how they will be successful in spending theirfunds within the time period will be more competitive in the granting process.
IX. POST-AWARD MANAGEMENT
A. Grantees must ensure they are:
- Making adequate progress toward achieving the grant project’s goals and objectives
- Expending grant funds in a way that meets provisions of pertinent statutes, regulations, and ODE administrative requirements
- Aware of the requirements imposed upon them by statute and regulation
- In compliance with records retention and access requirements
- Using funds responsibly
B. Change Key Personnel
When it is necessary to change the program contact for a period of more than onemonth, submit a written notice (email is acceptable-see last page for address) to ODE. Request should containthe new individual’s name and contact information.
C. Scope of Work or Objectives
When it is necessary to modify the scope or objectives of the award, submit a writtenjustification for the change along with the revised scope or objectives of the award toODE. ODE must approve the modified scope of work or objectives prior to additional reimbursement.
D. Budget Changes
When a modification to the approved budget is required, the modification must be approved in writing by ODE if the amount of such modifications exceeds twenty percent (20%) of the approved project budget item. A request for a budget change shall include: (a) a description of the change and (b) a justification for the change, and (c) the Project Coordinator signature(s). Note that if the cumulative amount of allowable budget changes is less than twenty percent (20%), prior ODE approval is not required. Remember the final budget must be allocated as 87.5% for eligible reimbursement costs for food, and 12.5% for eligible educational activities. Any modification to the budget will still need to adhere to these percentages.
E. Reporting Requirement
The recipient will be responsible for managing and monitoring the progress of the grant project activities, performance and financial records. Grant awardees will submit one simple progress report, due on April 30, 2013. Asimple final report is due on September 2013. The award document will indicate the reporting format and schedule for submitting project performance/progress reports to ODE. Any additional reporting requirements will be identified in the award terms and conditions. The templates for the reports will be sent to thedistricts that receive the grant, during the announcement process.
F. Evaluation and Impact
As a condition of receiving a grant, grant recipients shall agree to cooperate to internally evaluate the program carried out using grant funds. Upon selection of grant awardees, ODE will provide further guidance and direction regarding evaluation protocols and common indicators. Required evaluation will not require significant resources. There is no allowance in the legislation for funding external evaluation.