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REQUEST FOR APPLICATIONS2013 Oregon Farm to School & School Garden Grants

TABLE OF CONTENTS

I. INTRODUCTION A. Farm to School and School Gardens in OregonB. Potential outcomes of Farm to School and School GardensC. Farm to School Touch Points

II. ELIGIBILITY

IV. AWARD AMOUNTS, DETERMINATION OF AWARD AMOUNTS AND AWARD NOTICE

A. Important DatesB. Grant Application DeadlinesC. 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 MANAGEMENTA. Grantees must ensureB. Change Key PersonnelC. Scope or ObjectivesD. Budget ChangesE. Reimbursement ProcessF. Reporting RequirementsG. Evaluation and ImpactH. Records Retention

X. ASSISTANCE AND FREQUENTLY ASKED QUESTIONS

XI. CONFIDENTIALITY AND CONFLICT OF INTERSTA. Confidentiality of an ApplicationB. Conflict of Interest and Confidentiality of the Review Process

Appendix A – Scoring Criteria and Scoresheet TemplateAppendix B – Budget and Budget Narrative (Detailed item description)Appendix C – Unallowable and Allowable CostsAppendix D – Application ChecklistAppendix E – Answers to Frequently Asked Questions (separate attachment)

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I. INTRODUCTION

A. Farm to School and School Gardens in OregonOregon’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 GardensThere 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

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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

UPDATED July 2013: The final total budget for the allocation of this award is set at $1,200,000 for the 2013-15 biennium. There will be a small amount (not more than 2%) of this total money that will be set aside to cover administrative costs.

NOTE:1. This grant has passed both the Oregon House and Senate, and has yet to be signed into law by the Governor.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 of at least 80% (80%-90%) for reimbursements and at 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

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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: www.ode.state.or.us/go/f2sgardens. 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 are not 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

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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 www.ode.state.or.us/go/f2sgardens 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: www.ode.state.or.us /go/f2sgardens

July 23, 2013 – Last day to ask questions (see last page) July 31, 2013 – Proposals due August 14, 2013 – (Pending availability of funds) Awards announced and funds

available. NOTE: Not retroactive. Project funds spent before signed contract is in place with ODE will not be reimbursed.

January 17, 2014 – Progress Report 1 due June 27, 2014 – Progress Report 2 due January 16, 2015 – Progress Report 3 due May 29, 2015 – All funds must be spent and all products must be received. September 30, 2015 –Final Report due

B. Grant Application Deadlines

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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 rick.sherman@state.or.us

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 PeriodsAll grant funds must be spent and products or services received by May 29, 2015. ODE will not reimburse for program activities after May 29, 2015.

E. Purchasing NotesIn 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 this is 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 their funds 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

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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 PersonnelWhen it is necessary to change the program contact for a period of more than one month, submit a written notice (email is acceptable-see last page for address) to ODE. Request should contain the new individual’s name and contact information.

C. Scope of Work or ObjectivesWhen it is necessary to modify the scope or objectives of the award, submit a written justification for the change along with the revised scope or objectives of the award to ODE. ODE must approve the modified scope of work or objectives prior to additional reimbursement.

D. Budget ChangesWhen 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 RequirementThe 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 the districts that receive the grant, during the announcement process.

F. Reimbursement processODE will reimburse the awarded school district up to 15 cents per meal for purchases of Oregon- grown or Oregon-processed food. Please see the HB2649 RESOURCE SECTION on our website: www.ode.state.or.us/go/f2sgardens, 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

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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 RetentionIn accordance with state regulations, grant recipients should retain all records relating to the grant for a period of six years 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

A. 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 14, 2013.

B. 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 “E for Answers to Frequently Asked QuestionsAfter July 23, 2013, view UPDATED answers to frequently asked questions from the Webinar about Oregon Farm to School and School Garden Grants: www.ode.state.or.us /go/f2sgardens

Please review all Request for Application materials and appendices in detail before placing a call or sending an email. If you still have questions after reading the RFA and supporting materials, you can direct your question to:

Rick ShermanChild Nutrition SpecialistFarm to School / School Garden CoordinatorOregon Department of EducationPhone: (503) 947-5863Email: rick.sherman@state.or.us

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For more information on ODE’s Farm to School activities, or to access resources associated with Farm to School, please visit www.ode.state.or.us/go/f2sgardens

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APPENDIX A - Scoring Criteria and Scoresheet Template

Scoring Criteria Total number of possible points

Proposed project activities are well designed and likely to succeed District has demonstrated capacity to complete project based on success in

past projects, knowledge of Farm to School, or other relevant experience. Goals and plan are S.M.A.R.T. (Simple, Measurable, Attainable, Realistic,

and have a clearly defined Timeline.) Examples of S.MA.R.T goals can be found here: http://topachievement.com/smart.html

Goals are linked to plans for an integrated approach that include 1) procurement, 2) promotion, and 3) food, agriculture and/or garden-based education, even if not all those activities are funded by grant

An individual or team is identified as coordinating the effort Roles and responsibilities of project partners are clear.

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Project Incorporates positive changes in food purchasing & has potential for job creation and / or retention

Adheres to geographic preference rules (7 CFR 210.21 (g)) Increases the volume, variety and /or frequency of the number of foods

produced or processed in Oregon Increases the number of Oregon vendors (food producers, growers,

ranchers, fishers, dairymen and women, processors etc.) used Includes other innovative procurement strategies that have a potential for

job creation and / or retention

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Project promotes healthy food activities including increased purchases of Oregon produced and processed foods

Information about Oregon foods that are procured and served is communicated to kids, families, and the community in multiple ways

Information about Oregon food producers and processors is communicated to kids, families, and the community in multiple ways

Oregon Harvest for Schools promotional materials are utilized in the cafeteria and / or classroom

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Project has clear educational activities Educational objectives for activities are clearly stated Educational activities adhere to academic content standards where

appropriate (e.g. nutrition, science, writing, math) Proposed educational activities are innovative (e.g. integrated across

grades and / or disciplines, classroom linked to cafeteria, sequential programming)

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Project involves parents or the community Parents and / or community members are involved in Farm to School

programming. Other innovative ways parents and / or community members are engaged

in the Farm to School activities (e.g. garden upkeep)

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Project benefits schools with a high percentage students eligible for free & reduced priced meals (Overall average of Free and Reduced Percentage for those schools that will benefit from the grant funds) - > 70% of students within schools served by grant qualify for free and reduced priced meals (15 points) - 50-69% of students within schools served by grant qualify for free and reduced priced meals (10 points) - 40-49% of students within schools served by grant qualify for free and reduced priced meals (5 points)

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Budget states clearly how funds will be used in the program procurement and educational activities.

- The total funding amount requested is appropriate for the scope of the proposed activities

- Proposed costs are reasonable, necessary and allowable to carry out the project's goals and objectives

- The budget includes a line item description for every allowable cost- Budget calculations and documentation show clearly how the budget

components were developed and costs estimated- At least 80 percent of the budget is allocated to allowable food costs and

at least 10 percent of the budget is allocated to food-based, agricultural-based, and garden-based education, OR the application clearly states how both program components will be met through a different proposed allocation.

- Indirect costs are not included in the budget

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Total Points Possible 100

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APPENDIX B – Budget and Budget Narrative(The following is an example ONLY)

School District:Person filling out Budget:

Email:BUDGETEmail to rick.sherman@state.or.us by midnight on July 15, 2013

$45,500.00

$6,000.00$2,500.00$2,212.50$1,000.00

$500.00$1,000.00$2,000.00$1,500.00

$300.00$1,000.00

$752.50$2,000.00$3,000.00$1,000.00$2,000.00

$10,000.00$1,000.00

$37,765.00Percentage 83.0% $37,765.00

$0.00

$750.00$750.00$487.50

$3,700.00$100.00$747.50

$1,200.00

$7,735.00Percentage 17.0% $7,735.00

$0.00over/short

Total for Category

Farm to School Program Education & Family Activities School Gardens activities High School hydroponic garden supplies High School irrigation systemseedstopsoil materials for raised beds

Garden-Based Educational Activities

TortillasTortilla ChipsGranolaYogurtPizzaFrozen ProduceFresh ProduceCanned ProduceTotal for Category

over/short

Category

Awesome School DistrictJoe SmithFSD@coolschool.k12.or.us

Barley

Reimbursement of Oregon FoodsCategory

FishDried CranberriesFlour

Total amount of grant request:

BeefEggsCheeseBeansTofu

*NOTE the two percentages in the worksheet above should add up to 100%

Budget Narrative: Include a detailed description of the budget with your application. Please indicate exactly how the money will be used. For example, if grant dollars will be used to purchase shovels, state the number of shovels, cost per shovel, and total amount (12 shovels @$10 each = $120 in supplies-shovels). Include any items in the budget and narrative like personnel (labor and benefits), Food, materials and supplies, travel, etc. See Appendix “C” for allowable and unallowable expenses.

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APPENDIX C- Allowable and Unallowable Expenses

See also the “Appendix E” Frequently Asked Questions attachment for many specific allowable/unallowable examples

Allowable Expenses for Food Reimbursements Oregon grown and/or processed foods and beverages Items may be fresh, frozen, canned, or otherwise processed Fruits, vegetables, grains, proteins, and multi-ingredient foods (e.g. soups) can all qualify

Unallowable Expenses for Food Reimbursements Any foods not grown or processed in Oregon Labor and benefits for the purchase or preparation of the food Marketing or educational materials Equipment for production or display Processed commodities, regardless of origin Fluid milk

Allowable Expenses for agriculture, food and garden-based education Labor and benefits for agriculture, food and garden-based educational activities,

including regular staff, special-event support, or outside experts Educational activities and outreach to families in addition to students Materials, equipment and supplies for agriculture, food and garden-based educational

activities, such as seeds, shovels, gloves, soil, compost bin materials, cooking equipment for classroom demonstrations, etc.

Travel expenses for field trips to farms, ranches, docks, or food processing facilities

Non-Allowable Expenses agriculture, food and garden-based education Items not related to agriculture, food, or garden-based educational activities

As explained in section III, all proposed programs should include both a food procurement component and an education component. 80-90% of total funds from this program must be for food purchasing, and the remainder (10-20%) must be for related educational activities. Individual school districts should make requests within those ranges unless they can demonstrate that one or the other of the program components will be met through other resources.

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APPLICATION2013 Oregon Farm to School & School Garden Grants

Directions: Application materials (see Application Checklist – Appendix D) can be downloaded from our website (www.ode.state.or.us/go/f2sgardens) and must be submitted via email attachment to rick.sherman@state.or.us. Once the application deadline has passed, applications cannot be edited or amended. Applications may be withdrawn at any time.

Please note: The examples found in this application and in the sample budget in Appendix B are offered as a courtesy to grant applicants and should not be interpreted as an example of what a successful application includes or must include. Applicant proposals will be unique to applicant’s needs.

1. Name, title and contact information for person completing application.2. Name of School District3. EGMS INFORMATION: Three separate people must be listed:

a. Name and contact information of this Grant’s PROJECT DIRECTOR b. Name and contact information of this Grant’s Fiscal Manager (Someone in

the SD business office who deals with EGMS usually)c. Name and contact information of this Grant’s AGENCY HEAD (typically

the Superintendent or Business manager)4. Total number of schools in district5. Total enrollment of district in SY 2012-20136. List each school that will benefit from grant money. If all schools in the district will

be participating, you may simply write “all schools”. If only some schools will be receiving special programming, please list those schools.

7. Contact person(s) (whoever would be implementing activities) for each specific school site of #6 and phone or email contact information. As above, if all schools in the district will be participating, you may list one person for all schools. If some schools will be receiving special programming, please provide contact info for those schools.

8. Number of students that will benefit from program, per question #6.9. Percentage of Free and Reduced Priced Meals for entire district (use October 2012

data)10. Percentage of Free and Reduced Priced Meals at each of the specific schools which

will benefit from grant money listed in #6. Note: This is a scoring criterion for grant selection.

Description of Project Activities

11. Describe the specific activities that this grant will support. a. Clearly state the overall project proposal.

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b. Describe project goals, objectives and activities that will support your grant proposal. S.M.A.R.T. goals are those that are Simple, Measurable, Attainable, Realistic, and have a clearly defined timeline. Examples of S.MA.R.T goals can be found here: http://topachievement.com/smart.html

c. Please indicate who will work on the proposed grant activities. Please include their names, titles and short bios.

12. Please describe your capacity to complete the proposed goals, objectives and activities. What previous experience do you have with Farm to School, School Gardens, or related projects? What experience do you have completing similar types of projects, and obtaining and carrying out grants?

13. Please crate a workplan for the major components of your proposed program, using the following format: (note: the provided samples are examples ONLY)

WORKPLAN

Project Activity Who is Responsible Budget TimelineSamples:

Vegetable procurement for regular lunchesMaterials for raised bedsShovels, trowels and other tools

Procurement of Oregon produced and processed foods

14. How many vendors do you currently use for buying Oregon foods? Please list them here.

15. What is your total annual district food budget (including USDA foods)?”

16. Please indicate in the table below which categories of local food (fresh, dry, canned or frozen) you procured in the 2012-13 school year, with estimates of costs, prices, and how frequently you bought the items. Your likelihood of receiving a grant is not based on prior farm to school purchasing – new programs are enthusiastically encouraged to apply.

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Food Category

Procured Oregon foods in this category during last SY (yes/no)

Estimate of quantity in dollars purchased of Oregon item 2012-2013

Estimate of how much you bought (e.g. in pounds, gallons, cases, or units) of Oregon item in last SY

Estimate how frequently you served each Oregon item (daily, weekly, monthly, seasonally i.e. 3 or 4 times a year, annually i.e. 1-2 times).

BeefCheeseEggsFruits, freshFruits, frozenFruits, dryFruits, cannedVegetables, freshVegetables, frozenVegetables, dryVegetables, cannedWhole GrainsBread and other grain productsLegumes, beansMilk, fluidNutsPorkPoultrySeafoodEdible Seeds (sunflower, pumpkin, etc.)Other productsProcessed products e.g. soup, tofu, chili.

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17. Please describe any innovative purchasing strategies you plan to use as you describe the products in the above table (e.g. forward contracting, coordinated purchasing, direct purchasing).

18. Geographic Preference Rule: Will you comply with these geographic preference rules 7 CFR 210.21(g) See topic link for geographic preference topic at: http://www.ode.state.or.us/services/nutrition/f2s/pdf/purchasing_regs.pdf

19. Will this grant increase the volume, variety and /or frequency of the number of foods produced or processed in Oregon purchased by your district?

i. Yes, No, I do not know1. What is the estimated increase in volume, variety and /or frequency of the

number of foods produced or processed in Oregon which you expect to purchase?

20. Will the foods you intend to purchase with these grant dollars increase the number of Oregon vendors (food producers, growers, ranchers, fishers, dairymen and women, processors etc.) the school district uses?

i. Yes, No, I do not know1. What is the estimated increase in the number of Oregon vendors (food

producers, growers, ranchers, fishers, dairymen and women, processors etc.) the school district uses?

21. How will this grant affect food purchasing local foods beyond the term of the grant?

Promotion of Oregon produced and processed foods

22. Please describe how information about the Oregon foods purchased with these grant dollars will be communicated to kids, families, and the community. Please describe how you are communicating about the producers and processors who made the foods you purchased. Please see the attached Guide for ideas. (Possibilities include taste tests, signs in gardens, signs in cafeterias, signs in lunch line, signs in the salad bar, menus, salad bar is arranged to emphasize Oregon foods, emails, newsletters, radio advertising, website or blog, on television, student cook-offs, food displays, table tents, events).

23. In the table below, please check how frequently you plan to promote Oregon FOODS in different locations during the grant period, e.g. daily, weekly, monthly, seasonally (3-4 times), or annually (1-2 times) in a year. If you don’t have plans to promote in these areas, please leave that row blank.

How often do you plan to promote Oregon foods?

Daily Weekly Monthly

Seasonally Annually

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We will promote Oregon foods in the CAFETERIASWe will promote Oregon foods in OTHER school locationsWe will promote Oregon foods in the COMMUNITY, e.g. flyers, etc.

24. In the table below, please check how frequently you plan to promote Oregon PRODUCERS AND PROCESSORS during the grant period different locations, e.g. daily, weekly, monthly, seasonally (3-4 times), or annually (1-2 times) in a year. If you don’t have plans to promote in these areas, please leave that row blank.

How often do you promote Oregon Producers and Processors?

Daily Weekly Monthly

Seasonally Annually

We will promote Oregon foods in the CAFETERIASWe will promote Oregon foods in OTHER school locationsWe will promote Oregon foods in the COMMUNITY

25. In the table below, please indicate which Oregon Harvest for Schools Materials you plan to use, and check how frequently you will use them to promote Oregon foods in the 2013-2014 school year. If you don’t have plans to promote in these areas, please leave that row blank.

How often do you plan to use the following Oregon Harvest for School Materials?

Daily Weekly Monthly

Seasonally Annually

Family newsletterFarmer profilesHang the posters up in the cafeteriaHang the posters up in the classroomsSupplemental education activitiesMenus, Supplemental education activitiesOther MenusOther

26. If you will be using the Oregon Harvest for Schools supplemental educational activities in the cafeteria and / or classrooms at the schools benefiting from the grant, please tell us which activities you will use? (materials found at: www.ode.state.or.us /go/f2sgardens www.ode.state.or.us/go/h4s) a. Please check all that apply:

i. Book Titles

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ii. Question & Answers Triviaiii. Crosswords/puzzles, etc.iv. Crafts/building garden itemsv. Math/science garden experiments

vi. Supplemental Curricular Activitiesvii. Other (Please specify)

Food, Agriculture and Garden Based Educational Activities

27. Please describe the types of food, garden, agriculture and nutrition based activities for youth you plan to implement with grant funds – please see the Guide for examples (e.g. direct food learning experiences such as taste tests or cooking demos; visiting food or agriculture environments; guest speakers; learning the food cycle, connecting foods to subjects such as math, science, language arts; learning about culture and ethnic diversity through foods; student skill building where students design and carry out food-related planning, cooking, or teaching younger ages; students learning about the impact of their food choices).

28. If you use educational objectives for the proposed activities, do they adhere to academic content standards and/or required student skills (e.g. science, nutrition, math, and writing)? Please explain. If they differ by classroom, grade, and / or school within district please specify for each.

29. Grade Levels. In how many grades are agriculture, food and garden-based education planned to be part of the curriculum? Please check all that apply and describe below.o All grades in our schoolso More than one grade in our schoolso One grade in our schools

Please describe:

30.Time for food, garden, nutrition or agriculture based education activities. How many students will receive at least ten (10) hours of agriculture, food and garden-based education activities in a school year?

Will all students in at least one grade level receive at least ten (10) hours of this programming?

In which grade level (s)? Please describe if these activities take place in the school day or after school.

31. Please describe the types of food, garden, agriculture and nutrition based activities for adults you plan to implement with grant funds – please see the guide for

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examples (e.g. assisting with teacher or food service trainings, farm tours, volunteering in the cafeteria, volunteering on program planning and/or evaluation, parent night events involving food, brochures on local foods, nutrition education related to local food, recipe development at home, homework related to food that involves parent or caregiver assistance).

32. How will this grant affect food-and-garden-based education beyond the term of the grant?

33. Please indicate how you plan to involve parents and/or community members in your program? For example, do they help with finding vendors in procurement, promoting producers, volunteering in the garden, educating parents and / or community members will be involved in procuring, promoting, serving, and / or educating about Oregon foods at the district because of the support of this grant. If it differs by classroom, grade, and / or school within district please specify for each.

APPENDIX D- APPLICATION CHECKLIST

All proposals submitted under this Request for Applications must contain the applicable elements as described in this announcement. The application must be submitted via email attachment to rick.sherman@state.or.us by midnight on July 31st, 2013. The following checklist has been prepared to assist in ensuring that the proposal is complete and in the proper order prior to submission.

Read the Request for Applications and appendices very carefully, and review as necessary, to ensure that your proposed project meets all guidelines.

Include your contact information: telephone number, fax number, and e-mail address.

State your proposal clearly. Ask one or more colleagues to review & edit your proposal to ensure that it is

clear. Ensure that the budget summary matches the project description, Ensure that the budget allocates at least 80% of the funds to procurement, and at

least 10% of the budget to qualified educational expenses, OR that your application explains clearly how both program elements will be accomplished through your proposed budget and other resources.

Be sure to prepare your application in sufficient time to meet the firm submission deadline of July 31st.

ODE reserves the right to request additional information not clearly addressed in the initial application.

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ITEMS REQUIRED FOR APPLICATION

ALL ITEMS are available at our website: www.ode.state.or.us/go/f2sgardens

ITEM FORMATApplication Document Word DocumentBudget ExcelBudget Narrative Word

RESOURCES

ALL ITEMS are available at our website: www.ode.state.or.us/go/f2sgardensITEM FORMATReimbursement Worksheet Example ExcelFrequently Asked Questions WordGrant Guide Word

Questions? Please direct them to:

Rick ShermanChild Nutrition SpecialistFarm to School / School Garden CoordinatorOregon Department of EducationPhone: (503) 947-5863Email: Rick.Sherman@state.or.us

For more information on ODE’s Farm to School activities, or to access resources associated with Farm to School, please visit www.ode.state.or.us /go/f2sgardens

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