Farm to School in South Carolina
Discretionary Subgrant
Request for Proposals (RFP)
Application Package
Deadline for Receipt of Applications:
Friday, May 6, 2016
SC Farm to Institution Advisory Council
Email:
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Table of Contents
Non Discrimination Statement…………………………………………………………………2
PART I: General Information…………………………………………………………..……..3
A. Introduction/Background………………………………………………………………….3
B. Definition of Terms Used…………………………………………………………………3
C. Eligible Applicants………………………………………………………………………...3
D. Estimated Number, Range, and Size of Awards…………………………………………..4
E. Grant Funding Period……………………………………………………………………...4
F. Program Requirements…………………………………………………………………….4
G. Required Reporting………………………………………………………………………..5
H. Required Attendance………………………………………………………………………5
I. Budget……………………………………………………………………………………..5
J. Unauthorized Activities…………………………………………………………………...5
K. Selection Criteria………………………………………………………………………….6
L. Review and Selection Process…………………………………………………………….6
M. Appeals Process…………………………………………………………………………...6
N. Technical Assistance……………………………………….…………………………..…6
O. Timeline of Subgranting Process………………………………………………………….7
PART II: Application Format, Content, and Instructions...... 8
A. Format………………………………………….………………………………………….8
B. Application Content for Submission………………….………..………………………..8-9
C. Deadline and Submission Procedures………………………...…………………………..10
D. Reviewer’s Scoring Rubric……………………….………………………………………11
APPLICATION COVER PAGE………………………………………………………………12
ASSURANCES………………………………………………………………………………….13
TERMS AND CONDITIONS……………………………………………………………...14-15
Nondiscrimination Statement
Child and Adult Care Food Program, After School Snack Program, Senior Farmers Market Nutrition Program, Commodity Supplemental Food Program, Emergency Food Assistance Program, Emergency Shelters Food Program
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:
(1) mail: U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410;
(2) fax: (202) 690-7442; or
(3) email: .
This institution is an equal opportunity provider.
PART I: General Information
A. Introduction/Background
The SC Farm to Institution Program is a joint effort of the SC Department of Health and Environmental Control (SCDHEC), the SC Department of Agriculture (SCDA), the SC Department of Education (SCDE), the SC Department of Social Services (SCDSS) and Clemson University. The SCDA is administering the Farm to School subgrant process for the partnership.
Core goals of the SC Farm to School Program include increasing the number of farmers who are certified to provide locally grown products into schools; providing education to food service directors, staff, and teachers on Farm to School practices; and promoting healthy eating among students through hands-on learning activities.
Funding for this project is designed to support local grantees in implementing identified SC Farm to School Program components. Technical assistance will be provided to grantees by the SC Farm to School Program staff. Grantees will have the opportunity to attend an action institute on SC Farm to School practices, a garden workshop to assist in establishing a vegetable and/or fruit garden at the school, and culinary training for food service staff to aid in the preparation of local produce.
B. Definition of Terms Used
Local food—For this program, local food is defined as food grown in South Carolina.
School garden—For this program, a garden can be defined as a container garden, a raised bed garden, or an in-ground garden at the school.
C. Eligible Applicants
All school food authorities (public school districts, charter schools through their district, and private/parochial schools) that meet the criteria below are eligible to apply. Each application must represent only one school. A district may submit multiple applications, but each school must submit a unique application. Schools that have received funding to implement the SC Farm to School Program within the last three years are not eligible to apply.
A list of previously funded sites, by year, is available on the SC Farm to Institution website: http://scfarmtoinstitution.com/farm-to-school/grantees/previous-grantees/
To be eligible, a school MUST meet the following requirements:
a. participate in the National School Lunch/Breakfast Program*, and
b. have an ADM (Average Daily Membership) that is 50% or more eligible for free and/or reduced-price lunch
* Participation in the National School Lunch/Breakfast Program indicates schools must serve meal(s) that meet Federal requirements, and they must offer free or reduced-price lunches to eligible children.
D. Estimated Number, Range, and Size of Awards
The program anticipates awarding about 10 grants, with each grant totaling $4,000 to support implementation of the SC Farm to School Program at the designated school.
E. Grant Funding Period
The funding period will range from August 1, 2016–June 1, 2017. All funds must be expended during the grant period.
F. Program Requirements
Each grantee must agree to implement all of the following activities as part of the SC Farm to School Program:
1. Purchase SC grown fruits and vegetables from one or more of the following local sources:
a. Directly from a farmer
b. Through distributors/processors who buy from SC farmers c. From a grower’s cooperative
d. From a farmers’ market
2. Incorporate SC produce as a part of the school meal:
a. At a minimum, the school must purchase and serve at least two locally grown fruits or vegetables per month.
b. Publicize the monthly featured locally grown fruits or vegetables as “Fresh on the Campus” through the Certified SC Grown program.
3. Integrate Farm to School through hands-on learning:
a. In classrooms, through activities such as taste tests, and incorporating nutrition/agriculture education into classroom activities.
b. Out of classrooms, through activities such as visiting a farm, visiting a farmers’ market, or inviting a local farmer to make a presentation at the school.
4. Establish or revitalize a vegetable and/or fruit garden at the school.
Each grantee will establish a SC Farm to School Program Team that will work together to implement the SC Farm to School Program. Members of the team should include the food service director, principal or administrator, and a staff member who works with students. Additional team members could include a farmer, parent, business leader, community leader, or a master gardener. At least two members of your SC Farm to School Program Team must attend the 2016 SC Farm to School Program Action Institute and Garden Workshop on August 10, 2016 in Columbia, SC. This institute will provide grantees with information on how to implement their Farm to School project, and the garden workshop will provide grantees with the knowledge and tools to start or revitalize a school vegetable and/or fruit garden.
G. Required Reporting
1. Monthly:
· Grantees will be required to submit menus on a monthly basis specifying the locally grown produce that was served and where it was sourced.
2. Twice a year (Mid-year and year-end):
· Grantees will be required to submit pictures of their garden progress.
· Grantees will be required to answer a short survey about program implementation, special events related to the SC Farm to School Program during the funding period, and other relevant topics.
· Grantees will be required to submit an expense report (reporting templates will be provided).
H. Required Attendance
· August 10, 2016: Action Institute and Garden Workshop: At least two members of the team must attend the Action Institute and Garden Workshop in Columbia, SC.
· August (date TBD), 2016: Culinary Training: The food service director and at least one cafeteria staff member must attend the culinary training in Columbia, SC. Additional cafeteria staff are also highly encouraged to attend the training.
I. Budget
Grantees will receive a list of acceptable items that can be purchased with grant funds prior to attending the SC Farm to School Program Action Institute. Grantees will begin drafting a budget at the Action Institute. Once the budget is submitted and approved by the SC Farm to School Program, grantees will receive a check for half of the grant award. Following submission of the mid-year expense report and successful completion of other required reporting at mid-year (January 2017), grantees will receive the remaining installment of the grant award. The total funds a grantee receives will not exceed $4,000.
J. Unauthorized Activities
Funds can be used only to implement the SC Farm to School Program. Use of funds for any other purposes is prohibited.
SC Farm to School Program funds cannot be used:
a) To purchase food that is served as part of the National School Lunch/Breakfast Program reimbursable meal.
b) For community residents or adults who are attending school functions where students are not present.
c) Any activities or supplies that are not directly related to the program as outlined by the Farm to School Coordinator.
K. Selection Criteria
Applications will be scored on a 100 point scale in four narrative sections:
Narrative Sections / Points AvailableDescription of School and Students / 5
Explanation of Benefits of SC Farm to School / 15
Project Description / 600
Partnerships and Collaboration / 20
TOTAL / 1000
Additional detailed information about the narrative requirements can be found beginning on page 8.
L. Review and Selection Process
Each application will be reviewed for completeness and eligibility. Only complete, eligible applications will be read. Complete applications are defined as containing all Narrative Sections, the Application Cover page including the required signatures, the signed Assurances page, and signed Terms and Conditions pages. Eligible applications will be scored independently by a panel of reviewers. Reviewers will be experienced professionals who share expertise and interest in the nutritional well-being of the children in South Carolina. Applications will be reviewed using the scoring rubric in this RFP. After the reviewers individually score the application using the scoring rubric, the reviewers will be permitted to discuss the application and refine their scores. The scores will be combined to form a composite score.
If a variance of 10 points or more between the individual reviewers’ scores exists, the application will be read by a final reviewer. The highest scores will be used to form the final composite score.
Grants will be awarded starting with the highest ranking applications and proceeding until no funds remain.
The SC Farm to School Program anticipates that applicants will be notified by e-mail concerning the status of their applications by late May 2016.
M. Appeals Process
Scores may not be appealed. An unfunded applicant may inquire as to whether or not the application process was followed. An applicant who has submitted a proposal that the SC Farm to School Program does not fund has 30 calendar days after receiving notification that the proposal is not funded to request a review of the process.
N. Technical Assistance
Funded applicants will receive training and ongoing technical assistance from program partners, including SCDHEC, SCDA, SCDE, and Clemson University. Nutrition education materials, a garden toolkit, and other resources to aid in implementing the program will be made available to grantee schools.
O. Timeline of Subgranting Process
Date / Activity/ActionApril 6, 2016 / Technical Assistance Webinar will be posted online: http://scfarmtoinstitution.com/farm-to-school/grantees/
This webinar can be viewed at any time beginning April 6, 2016. It will provide an overview of the SC Farm to School Program and a review of the application process.
May 6, 2016 / 5:00 p.m., Deadline for Receipt of Application
Late May 2016 / Approximate time for Notification of Awards
August 10, 2016 / 2016 Farm to School Action Institute—Mandatory Training for Grantees
Columbia, SC
Date TBD August 2016 / 2016 Farm to School Culinary Training—Mandatory Training for Grantees
June 1, 2017 / Grant funding cycle ends
June 30, 2017 / Deadline for Grantee Final Report
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PART II: Application Format, Content, and Instructions
A. Format
Application should be in narrative format and carefully adhere to the font, format, page limit, and organizational requirements listed below. Complete applications are defined as containing all Narrative Sections, the Application Cover page including the required signatures, the signed Assurances page, and signed Terms and Conditions pages.
Length of Narrative: / Maximum of 5 pages for the narrative only; page limit does not apply to any other part of the application.Required Font/Font Size: / Times New Roman/Font Size 12
Margins: / 1” on all sides
Page Numbers: / Insert page numbers in the bottom right position.
Spacing: / All narrative pages must be double-spaced. Charts and tables can be single-spaced.
B. Application Content for Submission
1. Application Cover Page (pg. 12 of this RFP), Assurances (pg. 13 of this RFP), and Terms and Conditions (pgs. 14 and 15 of this RFP)
2. Application Narrative Content – include heading for each section
a. Description of School and Students (5 points)
i. Identify the school to be served, including the county in which the school is located, and participation in the National School Lunch/Breakfast Program. Include information on the total enrollment and the percentage of students that are eligible for free or reduced price lunch.
b. Explanation of Benefits of SC Farm to School (15 points)
i. Explain the need for the SC Farm to School Program and describe the opportunities and advantages the school, students, and community would receive.
ii. Explain how these benefits will enhance student learning opportunities.
c. Project Description (60 points)
Present the program details for the school’s SC Farm to School activities.
i. Plans for purchasing SC grown fruits and vegetables from local sources (15 points)
Explain how the school will make these purchases, such as directly from a farmer, from a farmers’ market, through distributors/processors who buy from local farmers, and/or from a grower’s cooperative. For this program, local is defined as food grown in South Carolina.