Rev: 6/03/13
REQUEST FOR APPLICATIONS
2013 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.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. Budget Changes
E. Reimbursement Process
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 (separate attachment)
I. INTRODUCTION
A. Farm to School and School Gardens in Oregon
Oregon’s Farm to School and School Garden Program provides funding for school districts to purchase and serve locally produced or processed foods, and to fund food-based, agriculture-based and garden-based educational activities. The intent of this grant program is to provide funding for both components.
The funds are distributed via competitive grants managed by the Oregon Department of Education in collaboration with the Oregon Department of Agriculture.
The Program also provides educational support materials and recipes to all interested school districts, to make it easier to serve local foods and to educate students about local foods and healthy eating.
B. Potential outcomes of Farm to School and School Gardens
There is tremendous interest in farm to school programs nationally and in Oregon. 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.
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, desire to eat, and actual consumption of such foods. These outcomes can be 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 them 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.
Ten years ago the focus of Farm to School programs was primarily on procuring and promoting fresh fruits and vegetables. More recently, we have seen increased interest in other local food options, including grains and “center of the plate” entrees, from proteins (tofu, meat, fish) to multi-ingredient processed foods (chili, soup). Schools are interested in the educational value of using Oregon agriculture to teach lessons related to health, history, geography, science and other subjects. Further, educators recognize that Farm to School programs encourage children to eat school meals-ensuring their readiness to learn.
C. Farm to School Touch Points
Farm to School programs have 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. To do this, robust programs involve the cafeteria, the classroom, outdoor learning spaces, home and family, and the greater community.
II. 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.
III. AWARD AMOUNTS, DETERMINATION OF AWARD AMOUNTS AND AWARD NOTICE
In 2011, the Oregon Legislature created a Farm to School and School Garden grant program, and provided $200,000 for a pilot. In 2013, the Governor’s proposed budget includes another $200,000 allocation. The Legislature is considering legislation (HB 2649) to increase the available funds by up to $5,000,000 for the 2013-15 biennium. Final budget decisions will be made by the legislature no later than mid-July, 2013.
NOTE:
1. The 2013 budget allocation has not been signed into law yet as of the May 2013 release of this RFA. This grant is contingent on legislative allocation of funding.
2. This Grant covers two full school years: 2013-2014 as well as 2014-2015.
Two (2) percent of funds will be allocated to administrative costs. The remainder will be awarded through a competitive grant process by the Oregon Department of Education, in coordination with the Oregon Department of Agriculture. The funds are for purchasing foods produced or processed in Oregon, and for providing food-based, agriculture-based and garden-based educational activities.
The majority of funds (80-90%) will be allocated for the purchase of Oregon foods that meet certain criteria. The remainder of funds (10-20%) will be allocated for food-based, agriculture-based and garden-based educational activities.
The percentages ofat least80% (80%-90%) for reimbursements andat least 10% (10-20%) for educational activities are fixed overall for the grant. These percentage ranges cannot be reapportioned by any applicant unless they can demonstrate that they have a program which includes both components, but that they do not need these funds for both.
Food reimbursements may be up to .15 cents per lunch served.
School districts may apply for a maximum of [daily lunches served] * [days lunch is served] * $0.15 + [education funds as described above]. Remember to use the entire two years for number of days meals are served. For an example of the actual reimbursement worksheet “in action,” please refer to the Reimbursement Worksheet Example available on the HB 2649 resource section of our website: School districts without an established Farm to School program are encouraged to apply for lesser amounts, in recognition of the time it takes to establish new qualifying vendors, products, and menus.
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 reserves the right to fund applications out of rank order to achieve priorities identified earlier, 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 the project results, where applicable,
- Withhold any payments that do not meet grant conditions.
Unless an applicant receives an award notice; 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.
IV. APPLICATION SELECTION, AWARD CRITERIA AND REVIEW CRITERIA
ODE will convene an evaluation panel to consider the merit of each grant application. Applications will be initially screened for eligibility and completeness of application. Each application that passes initial screening will be given to the panel to be evaluated and scored. The panel will score each application using the evaluation criteria and weights specified in Appendix A for each evaluation component.
ODE has ultimate authority to decide which applications are approved and funded, and generally will adhere to the scoring made 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 described by the attached “grant guide”) innovation demonstrated in an application; and each district’s ability 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. 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.
V. ALLOWABLE EXPENSES
See Appendix B
VI. RESTRICTIONS AND LIMITATION ON GRANT FUNDS
See Appendix B
VII. IMPORTANT DATES, DEADLINES, AND AWARD PERIODS
A. Important Dates
- May 23, 2013– RFA Released
- June 27, 2013 – Webinar (go to for more information)
- July 5, 2013 – (or soon after) Recording of webinar and additional FAQ (based on actual questions received from potential applicants) released on website:
- July 23, 2013– Last day to ask questions (see last page)
- July 31, 2013– Proposals due
- August 14, 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.
- January 17, 2014 – Progress Report 1 due
- June 27, 2014 – Progress Report 2 due
- January 16, 2015 – Progress Report 3 due
- May29, 2015– All funds must be spent and all products must be received.
- September 30, 2015–Final Report due
B. Grant Application Deadlines
The complete application must be submitted on or before midnight (Pacific Time) on July 31, 2013. Applications received after the deadline will not be reviewed or considered. ODE will not consider any additions or revisions to an application once the deadline has passed. ODE will not accept mailed, faxed, or hand-delivered applications. Applications must be submitted via email attachment to
C. Award Notices
Applications selected for award will be announced, subject to availability of funds, by August 14, 2013. Funds will be available on a reimbursement basis, for qualified expenses only.Reimbursements 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 29, 2015. ODE will not reimburse for program activities after May29, 2015.
E. Purchasing Notes
In addition to fresh Oregon fruits and vegetables, these grant funds may be spent on canned and frozen fruits and vegetables, grains, eggs, poultry, meat, and processed foods such as soups or stews. In order to qualify, foods must be produced or processed in Oregon. The only exception to thisis that funds may not be used to purchase fluid milk. Regardless of the type of product purchased, 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.
This grant program is intended to provide funding for schools to increase their purchases of Oregon products beyond what they were purchasing prior to receiving their first grant. Funds are also intended to help districts cover the additional costs of purchasing Oregon-grown products, which may be more expensive than products grown elsewhere.
VIII. 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
- Awardees that are not ensuring that they are making adequate progress in the above items will be removed from this grant program.
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. The revised budget must adhere to the requirements for at least 80% procurement and at least 10% education, unless the original proposal met the criteria for an exception, as described in section III above.
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 shall submit progress reports at the end of each semester, per the timeline above (Section VII). A final report is due on September 2015. The award document will indicate the reporting format and schedule for submitting progress reports. 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. Reimbursement process
ODE will reimburse the awarded school district up to15 cents per meal for purchases of Oregon- grown or Oregon-processed food. Please see the HB2649 RESOURCE SECTION on our website: where you will find an excel workbook example that will help you understand this process. Also, please refer to the many reimbursement questions and answers for further clarification in the attachment “Appendix E” that is available with this RFA at the same web address.
G. 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.
H. Records Retention
In accordance with state regulations, grant recipients should retain all records relating to the grant for a period of sixyears after the final financial status report has received by ODE or until final resolution of any audit finding or litigation.
IX. CONFIDENTIALITY AND CONFLICT OF INTERST
- Confidentiality of an Application
When an application results in an award, it becomes a part of the record of ODE transactions, available to the public upon specific request. Any information that the applicant wishes to have considered as confidential, privileged, or proprietary should be clearly marked within the application. An application may be withdrawn at any time prior to the final award date of August 1, 2013.
- Conflict of Interest and Confidentiality of the Review Process
The agency requires all panel reviewers to sign a conflict of interest and confidentiality form to prevent any actual or perceived conflicts of interest that may affect the application review and evaluation process. Names of applicants submitting an application will NOT be kept confidential, except to those involved in the review process. In addition, the identities of the reviewers will remain confidential throughout the entire process. Therefore, the names of the reviewers will not be released to applicants. Information about the applicants, such as the number of applicants and general location may be released as requested.
X. ASSISTANCE AND FREQUENTLY ASKED QUESTIONS
See Appendix “Efor Answers to Frequently Asked Questions