Request for Applications_Farm to School State Agency Grant.pdf

Grants. Information Collection: 0584-0512 Expiration date: 07/31/2025

Farm to School State Agency Grant Program

Fiscal Year 2025 Request for Applications (RFA) Assistance Listing Number: 10.575

Release Date: October 28, 2024

Application Due Date: 11:59 pm, Eastern Standard Time (EST), January 10, 2025

Anticipated Award Date: July 2025

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Form RFA 01-23

Application Checklist

This Application Checklist provides applicants with a list of the required documents. However, FNS expects that applicants will read the entire RFA prior to the submission of their application and comply with all requirements outlined in the solicitation. The Application Checklist is for applicant use only and should not be submitted as part of the Application Package.

Complete the following at least four weeks prior to submission:

Obtain a Unique Entity Identifier (UEI) number;

Register the UEI number in the System for Award Management (SAM); and, Register in Grants.gov.

When preparing your application, ensure:

Application format and narrative meet the requirements included in Section 4.1. This includes page limits, and all necessary attachments.

You are eligible to apply for a grant as described in Section 3.0 “Eligibility Information.”

The RFA is correctly indicated on the Farm to School Coversheet.

Application format and narrative meet the requirements included in Section 4.1. This includes page limits, priorities, and all necessary attachments.

You include any required elements noted in the “Required Forms and Documents Checklist

Below”

When preparing your budget, ensure the following are included:

The total funding amounts requested on the SF-424, SF-424A, and Budget Narrative are identical and do not exceed the maximum request amount.

At least a 25 percent cash or in-kind match is provided with a detailed description and signed commitment letter for ALL matching funds. Applicants failing to provide the match contribution documentation will be deemed ineligible and removed from further consideration.

Indirect cost information (either a copy of a Negotiated Indirect Cost Rate Agreement (NICRA) or, if a current NICRA is not in effect, they may charge up to 15% de minimis). If an applicant is requesting the de minimis rate or indirect costs are not required, please state this in the budget narrative.

All staff that will be paid by this grant or hired to help support project activities are listed.

The percentage of time the Project Director will devote to the project in full-time equivalents (FTEs).

Your organization’s fringe benefit rate and amount, as well as the basis for the computation.

The type of fringe benefits to be covered with Federal funds.

Itemized travel expenses (including type of travel), travel justification, and basis for lodging estimate.

Types of equipment and supplies, justifications, and estimates, ensuring that the budget is in line with the project description.

Information for all contracts and justification for any sole-source contracts Justification, description, and an itemized list of all consultant services.

REQUIRED FORMS AND DOCUMENTS CHECKLIST

When submitting your application, ensure you have submitted all of the following required forms and documents (unless specified as optional all items on the list below are required:

Federal Grant Forms Farm to School Grant Program (FSGP) Coversheet (fillable PDF in Grants.gov) SF-424 – Application for Federal Assistance (fillable PDF in Grants.gov) SF-424A – Budget Information and Instruction Form (fillable PDF in Grants.gov) SF-424B – Assurances for Non-Construction Programs (fillable PDF in Grants.gov) SF-LLL – Disclosure of Lobbying Activities FNS-906 – Grant Program Accounting System and Financial Capability Questionnaire

Project Application Checklist Project Narrative Activities/ Indicators Tracker Budget Narrative Match Letter(s) – A signed letter accounting for every source of matching funds, totaling a minimum 25 percent of the total project cost Letters of commitment from key staff and partners. Not to exceed the three-letter limit.

If your organization does not operate the National School Lunch Program (NSLP), Child and Adult Care Food Program (CACFP), Summer Food Service Program (SFSP), and/or the School Breakfast Program (SBP), you must include at least one letter of commitment from a school, child care institution, or summer sponsor operating the NSLP, CACFP, SFSP, and/or the SBP, or from a State Agency administering NSLP, CACFP, SFSP, and/or the SBP. This letter does count towards the three-letter limit on letters of commitment.

Up to three resumes of key staff https://apply07.grants.gov/apply/forms/sample/SF424_4_0-V4.0.pdf https://apply07.grants.gov/apply/forms/sample/SF424A-V1.0.pdf https://apply07.grants.gov/apply/forms/sample/SF424B-V1.1.pdf https://apply07.grants.gov/apply/forms/sample/SFLLL_2_0-V2.0.pdf

Table of Contents

1. Program Description and Objectives

1.1 Executive Summary

1.2 Legislative Authority

1.3 What is Farm to School?

1.4 Defining Local Sourcing and Local Foods

1.5 Key Objectives

2. Federal Award Information

2.1 Type of Federal Assistance

2.2 Period of Performance

2.3 Allowable Costs

2.4 Unallowable Costs

3. Eligibility Information

3.1 Eligible Applicants

3.2 Cost Sharing or Matching Considerations

3.3 Pre-Award Screening Requirements

4. Application and Submission Information

4.1 Content and Form of Application Submission

4.2 Grant Activities

4.3 Application Content

4.4 Application Budget Narrative

4.5 Required Grant Application Forms

4.6 Submission Date

5. Application Review Information

5.1 Review Criteria

5.2 Evaluation Factors and Criteria

5.3 Review and Selection Process

6. Federal Award Administration Information

6.1 Federal Award Notice

6.2 Administrative and National Policy Requirements

6.3 Administrative Regulations

6.4 Code of Federal Regulations and Other Government Requirements

6.5 Reporting Requirements

7. Federal Awarding Agency Contacts

8. Other Information

8.1 Debriefing Requests

Appendix A: Urban/Rural Classification Instructions Appendix B: Suggested Budget Narrative Template and Checklist Appendix C: Template CNP Operator Letter of Commitment Appendix D: Match Letter Template

1. Program Description and Objectives

1.1 Executive Summary

The Patrick Leahy Farm to School Grant Program is designed to increase the availability of local foods in schools and connect students to the sources of their food through education, taste tests, school gardens, field trips, and local food sourcing for school meals. Grants can launch new farm to school programs or expand existing efforts. The Fiscal Year (FY) 2025 Farm to School State Agency Grant is intended to promote agricultural education and increase the amount of local food served in eligible CNP operators by funding State agencies to support and grow farm to CNP efforts in their States.

The FY 2025 Farm to School State Agency Grant awards projects of 24 months in length for funding for up to $500,000. Applicants are required to provide matching support of at least 25 percent of the total project budget in the form of cash or in-kind contributions. State agencies are the only entity eligible for the FY 2025 Farm to School State Agency Grant.

This RFA is one of three funding opportunities being offered under the Patrick Leahy Farm to School Grant Program in FY 2025. Please see the RFA Grant Track Decision Document under the “Related Documents” tab in Grants.gov for more information on the different grant types.

1.2 Legislative Authority

The Richard B. Russell National School Lunch Act (NSLA) (42 U.S.C. 1751 et seq.) establishes a Farm to School Program in order to assist eligible entities, through grants and technical assistance, in implementing farm to school programs that improve access to local foods in the USDA Food and Nutrition Service (FNS) Child Nutrition Programs (CNP), including the National School Lunch Program (NSLP), School Breakfast Program (SBP), Child and Adult Care Food Program (CACFP), and Summer Food Service Program (SFSP). Authorizing language in Section 18(g) of the NSLA (42 U.S.C 1769(g)) directs the Secretary of Agriculture to award competitive grants, designed to improve access to local foods in eligible schools, for activities such as:

• Training;

• Supporting operations;

• Planning;

• Purchasing equipment;

• Developing school gardens;

• Developing partnerships; and

• Implementing farm to school programs.

Each year $5 million is provided to the Department of Agriculture (USDA) to support grants, technical assistance, and other activities related to USDA’s Farm to School Program. Additional funding for the Farm to School Program was made available from FY 2018 through FY 2024 agriculture appropriations acts and, as a result, USDA expects to award approximately $12 million across three separate Farm to School Program grant solicitations (Turnkey, State Agency, and Implementation). Approximately $3 million is anticipated to be awarded under this opportunity (i.e. the Farm to School State Agency Grant opportunity). The awarding of grants under this opportunity is subject to the availability of funding.

https://www.govinfo.gov/app/details/COMPS-10333/

Geographic Diversity and Equity: The NSLA also directs the Secretary to ensure geographical diversity and equitable treatment of urban, rural, and tribal communities in the distribution of grant awards.

Matching Support: The NSLA also requires each Farm to School Grant recipient to provide matching support in the form of cash or in-kind contributions and agree to cooperate in an evaluation of the program carried out using grant funds. Please refer to Section 3.3 for a discussion of matching and in-kind requirements.

1.3 What is Farm to School?

While individual farm to school programs are shaped by their unique community, geographic region, and scope, the term ‘farm to school’ is generally understood to include efforts that connect schools with local or regional farmers, food processors, and manufacturers in order to serve locally or regionally procured foods in school cafeterias. Bringing more locally sourced, fresh fruits and vegetables into school cafeterias is a foundational activity of many farm to school efforts.

Additionally, USDA considers farm to school to be inclusive of many types of producers, such as farmers, ranchers, and fishers, as well as many types of food businesses, including food processors, manufacturers, distributors, and other value-added operations. Farm to school also encompasses a variety of CNP meal-serving institutions, including schools, child care institutions, and summer sponsors and sites. These entities are broadly referred to as CNP operators or CNP sites in this RFA.

In addition to local sourcing activities, farm to school programs often include agriculture and nutrition-based educational efforts including standards-based curriculum and a whole host of hands-on experiential activities, such as school gardens, field trips to local farms, and cooking classes. To embed farm to school activities into school culture, promotion and outreach efforts often aim to keep farm to school activities front and center in both the school and broader community.

The potential impact of farm to school programs is significant. Farm to school programs are believed to strengthen children’s and communities’ knowledge about, and attitudes toward, agriculture, food, nutrition, and the environment; increase children’s consumption of fruits and vegetables; increase market opportunities for farmers, fishers, ranchers, food processors, and food manufacturers; and support economic development across numerous sectors.

1.4 Defining Local Sourcing and Local Foods

For the purposes of farm to school, USDA does not define “local.” Instead, CNP operators and applicants to this RFA may have varying definitions of “local” that align with their needs and goals. Local and regional food systems typically include the producing, processing, distributing, and marketing of foods within a specific geographic area. How a program operator defines “local” or “regional” – which are used interchangeably in this RFA – can depend on geographic, social, governmental, physical, or economic parameters, seasonality, and/or other factors. This definition is not all encompassing, as program operators may vary their definition of “local” or “regional” for specific foods or food groups to best align with what is available in their geographic area.

For the purpose of this RFA, local sourcing means purchasing or obtaining foods that meet the program operator’s definition of local for service in CNPs. There are a variety of methods by which

CNP operators may source local foods for service in their meal programs. The primary method is by purchasing or procuring foods from local producers, sometimes through intermediaries like distributors and food hubs, using allowable procurement methods. Program operators also source local foods by receiving donated foods from a variety of sources like school gardens, local producers, and local community organizations.

1.5 Key Objectives

Below is the Program Objective for the FY 2025 Farm to School State Agency Grant. Applicants must propose activities aligned with the objective below. Note that if awarded, grantees will be required to report on progress towards activities aligned with the required objective using the FNS-908 Performance Progress Report.

# Objectives Objective #1 Improve access to local foods in eligible CNP sites through comprehensive farm to school programming that includes local sourcing and agricultural education efforts.

2. Federal Award Information

2.1 Type of Federal Assistance

The following information is intended to provide applicants with information to help make informed decisions about proposal submissions.

• Total amount of funding FNS expects to award: $3 million

• Anticipated number of awards: 7

• Minimum award amount (award floor): $50,000

• Maximum award amount (award ceiling): $500,000

• Anticipated award announcement date: July 2025

• Anticipated period of performance (24 months): July 1, 2025 – June 30, 2027

• Application due date: January 10, 2025

Please note:

• Grant awards are subject to the availability of funding and/or appropriations of funds.

• FNS reserves the right to use the results of this opportunity and competition to award additional grants this year or the subsequent fiscal year, should additional funds become available.

2.2 Period of Performance

The period of performance for the FY 2025 USDA Farm to School State Agency Grant will be 24 months and the start date for project activities cannot begin prior to July 1, 2025 and must end by June 30th, 2027. However, a grantee might not need the entire 24 month grant period to complete their projects and may be allowed to close out early. All grant funds must be obligated, and all program activities under the grant (other than activities relating to the closeout of the grant) must be completed by the end of the award period. Applicants should anticipate completing all grant requirements including within the period of performance. Applicants are expected to plan accordingly to achieve project deliverables within the award period.

2.3 Allowable Costs

To accomplish Farm to School Grant Program goals, grantees must ensure that the best use of the available funding is achieved. Expenditures and purchases need to contribute to an approved project activity. In approving grant or subgrant expenditures, a positive answer should always be sought to the following questions:

• Is the cost applicable to my grant and/or the subgrant’s objectives?

• Is the cost allowable according to program cost principles?

• Is the cost reasonable, appropriate, and necessary?

Budgets may include expenses related to personnel, contractors, equipment and supplies, meeting expenses (other than meals), travel, and trainings.

Please refer to the general guidance under the Cost Principles found in 2 CFR 200, Equipment and Supplies Expenditures for both equipment (i.e., items of personal property having a useful life of more than one year and a cost of $10,000 or more, such as walk-in freezers, coolers, processing equipment, hoop houses, salad bars, and ovens) and supplies (e.g., knives, cutting boards, gardening or farming implements, and food processors) are allowable expenses. Note that all equipment purchases require prior approval. FNS reserves the right to approve/disapprove these expenditures based upon the needs of the Agency and the proposed project.

Equipment and supplies purchased using Farm to School Grant Program funds must be used during the grant period for the sole purpose of accomplishing the stated project objective. If purchased equipment or supplies are not fully dedicated to the grant project objective, including beyond the grant period end date, the applicant must allocate the cost accordingly, i.e. determine what percentage of the good’s time or space will be dedicated to project activities. This percentage must then be applied to the value of the good to determine the amount of Federal funds that can be used to purchase said good. All equipment over $10,000 have specific reporting and disposition requirements outlined at 2 CFR 200.313.

For example: Purchase of a large walk-in freezer that will store local foods for CNP site(s) but will also store food for the community food pantry.

• Walk-in freezer total cost: $8,000

• 25 percent of freezer space used to store food that will be served in CNP site(s)

• $8,000 x 25 percent = $2,000 (amount of Federal funds that can be used to make this purchase)

Greenhouses Building a greenhouse may be an allowable use of Farm to School Grant funds. However, the grant funds cannot be not placed in the school food service account at any time. As with the Equipment and Supplies subcategory the applicant must determine what percentage of the greenhouse’s time or space will be dedicated to project activities. This percentage must then be applied to the value of the good to determine the amount of Federal funds that can be used to purchase said good. All equipment over $10,000 has additional reporting and disposition requirements. Awarded applicants must adhere to the requirements contained at 2 CFR 200.313.

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200?toc=1 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR8feb98c2e3e5ad2/section-200.313 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR8feb98c2e3e5ad2/section-200.313

Food Expenses No more than 10 percent of the federal share of grant funds may be used for food purchases, and the use must be clearly delineated in the grant budget. The goal of funded projects should be to make local food products available on menus long-term. Food purchases should be limited to educational purposes only, such as farm to school sample tables, taste tests, or promotional use.

Food costs related to conducting a test offering of a new local or regional product are also deemed an appropriate use of funds. Any food purchase, as well as any expenditures associated with food purchases, must be clearly identified within the submitted budget narrative.

Partnerships Partners essential to the proposed project and partners contributing to project activities may require funding from USDA to participate in the proposed project. These funds may be included in applicant budgets as subgrantees or line-item contractors. Describe the specific services provided by the partner and provide a rationale for the partner(s)’ services and how these costs were calculated in both the Project Narrative and Budget Narrative.

Evaluation As proposals should include an evaluation component, costs associated with evaluation activities are allowed. The evaluation methods and measurement tools in the proposal must be appropriate for the grant objective.

Promotional Items The purchase of promotional items is allowed if they are directly related to the grant proposal’s objective, and the need must be clearly described in the application. Any cost associated with such promotions must be reasonable in comparison to the grant funding. Individual items may not total more than $5 dollars each. Promotional costs associated with advertising and public relations are unallowable. The term “advertising costs” means the costs of advertising media and corollary administrative costs. Advertising media include magazines, newspapers, radio and television, direct mail, exhibits, and electronic or computer transmittals (2 CFR 200.421 Advertising and Public Relations).

Staff Development and/or Substitute Pay Farm to School State Agency Grant funds may be used to hire substitute food service staff while school food service staff attend workshops and training related to the activities of the awarded grant. For accounting purposes, a record of who attended the session, how long it lasted, and the purpose of the session is required.

Stipends Stipends may be an allowable expense, but the applicant should describe how they will be used and how the amount was determined. Please refer to 2 CFR 200.1 and 2 CFR 200.456, Participant Support Costs, for further information.

Subgrants Applicants that award subgrants are expected to:

• Provide oversight to these subgrant recipients to ensure that expenditures authorized under the subgrants are allowable, allocable, and reasonable.

• Ensure that all expenditures are consistent with all local, State, and Federal policies, regulations, and procedures.

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRed1f39f9b3d4e72/section-200.421 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRed1f39f9b3d4e72/section-200.421 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRed1f39f9b3d4e72/section-200.421 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-A/subject-group-ECFR2a6a0087862fd2c/section-200.1 https://www.ecfr.gov/current/title-2/subtitle-B/chapter-XI/subchapter-A/part-1108/subpart-B/section-1108.280

• Ensure that the expenditure does not exceed that which would be incurred by a prudent person under similar circumstances and would qualify as a sound business practice.

• Ensure that funds support the grant objective.

• Clearly describe their process for awarding subgrants in the project narrative, to include sub-grant Objectives, allowable costs, and plans for management and oversight of sub-grants.

Please refer to 2 CFR 200 for complete information on requirements for subgrants, primarily 2 CFR

200.331 and 2 CFR 200.332.

Travel Reimbursement for travel and hotel costs for project staff or participants to attend trainings and activities is allowable. A clear oversight process must be in place to ensure the appropriate use of funds according to established travel allowances.

2.4 Unallowable Costs

All costs proposed in the budget and detailed in the budget narrative must be allowable, reasonable, necessary, and allocable. Refer to 2 CFR Part 200 Subpart E – Cost Principles for a detailed description of all allowable and unallowable costs.

Entertainment Costs of entertainment, including amusement, diversion, and social activities and any associated costs are unallowable (such as mascot costumes, etc.) unless there is a programmatic purpose and prior approval is granted by FNS.

Meals or Snacks for Training or Meeting Attendees Meals and snacks for training or meeting attendees are not an allowable expense under this grant opportunity.

AmeriCorps and FoodCorps Because AmeriCorps and FoodCorps programs are federally funded programs, Farm to School Grant funds may not be used to pay for AmeriCorps/FoodCorps service member stipends or benefits, either directly or as matching funds. Additionally, service member time may not be used as match for a Farm to School Grant. However, service site fees that do not support service member stipends or benefits, or project activities conducted by AmeriCorps/FoodCorps programs, sites, and/or service members may be allowable grant costs. Applicants must confirm in their narrative that they are not requesting Farm to School grant funds for items or activities that are already funded with federal dollars.

Gift Cards Gift cards are not an allowable expense under this grant opportunity. For the purposes of this grant opportunity, “gift cards” refers to any token, voucher, ticket, certificate, or other item with cash value that serves as a substitute for cash.

Vehicles Purchasing a vehicle with grant funds is not an allowable cost. Applicants can consider leasing a vehicle or purchasing a trailer/attachment if there is a clear need for delivery of the grant project.

Trailers and/or attachments are not permitted to be self-propelling (i.e., have an engine).

https://www.ecfr.gov/current/title-2/section-200.331 https://www.ecfr.gov/current/title-2/section-200.331 https://www.ecfr.gov/current/title-2/section-200.332 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRed1f39f9b3d4e72/section-200.421

3. Eligibility Information

3.1 Eligible Applicants

Entities not meeting the eligibility definitions will be deemed ineligible and removed from competition without further consideration. Only State agencies are eligible for the FY 2025 Farm to School State Agency Grant. For the purposes of this RFA, State agencies are any statewide government agency that administers or works in partnership with the agency that administers the Federal CNPs (e.g., Office of Public Instruction, Department of Education, Department of Agriculture, Department of Health, etc.). Eligibility is not restricted to the State agency that administers the CNP(s). If a State Agency Grant applicant does not administer the NSLP, CACFP, SFSP, and/or the SBP, the applicant must include a letter of commitment from the CNP-administering State agency. This letter of commitment does count toward the three-letter limit.

Any other entity type applying to the State Agency Grant track will have their application removed from consideration. Please note that local government agencies, such as city and county government agencies, are not considered to be State agencies and are thus ineligible to apply to the State Agency Grant.

Additionally, applicants can only submit one application across the three FY 2025 Patrick Leahy Farm to School Grant solicitations (i.e. Implementation, Turnkey or State Agency). If multiple packages are submitted through Grants.gov by the same applicant to more than one FY 2025 Patrick Leahy Farm to School Grant solicitations ALL submissions will be removed.

Note: In cases where an applicant is deemed nonresponsive for failing to submit required elements or documents associated with this RFA, they will be considered ineligible and removed from consideration. Those applicants who fail to submit any required documents or forms will be deemed NONRESPONSIVE and therefore will be INELIGIBLE to participate in the competition and removed from further consideration.

3.1.1 Eligible Child Nutrition Programs

If a proposal seeks to target a specific school(s) or site(s), the school(s) or site(s) discussed in the project proposal as benefiting from the project must participate in one or more of the CNPs (e.g., NSLP, CACFP, SFSP, and/or SBP).

3.2 Cost Sharing or Matching Considerations

Federal funds must constitute no more than 75 percent of the total project budget. Applicants may not use any federal funds as the source of any part of their match. The grant recipient must show evidence of matching support of at least 25 percent of the total budget in the form of cash or in-kind contributions, including facilities, equipment, or services provided by State and local governments, non-profit organizations, and private sources as defined in The Richard B. Russell NSLA (42 U.S.C. 1751 et seq.). Applications that fail to provide evidence of matching support of at least 25 percent of the total budget will result in a nonresponsive determination and be removed from consideration for award. This evidence must be in the form of a match letter, described below. Please note that FNS will not round up to 25% if the applicant proposes a match percentage below 25%. For example, applicants proposing a 24.99% match will be deemed ineligible and removed from consideration

Federal Funds (no more than 75 percent of total) + Match funds (no less than 25 percent of total)

= Project total. For a $100,000 grant, the minimum match required is $33,334. The below examples show the breakdown of two example match calculations.

Sample Match A Amount Grant Request: $100,000 Match Amount: $33,334 Total Project Cost: $133,334 Match Percent: 25 percent (match ÷ total project cost) USDA Percent: 75 percent (grant request ÷ total project cost)

Sample Match B Amount Grant Request: $50,000 Match Amount: $16,667 Total Project Cost: $66,667 Match Percent: 25 percent (match ÷ total project cost) USDA Percent: 75 percent (grant request ÷ total project cost)

In-kind contributions are generally defined as the value of goods or services provided by a third-party for the benefit of the Grant Program, where no funds transferred hands. Applicants may not use Federal funds of any kind, including Federal non-profit school food service account funds, as a match for this Grant Program. The host agency contribution to support AmeriCorps and FoodCorps service member stipends is unallowable as a match because both AmeriCorps and FoodCorps are federally funded programs. The match contributions reflected in the submitted grant proposal must be documented, including the basis for the value determination, as well as be reasonable, allocable, and allowable under the criteria for this grant award.

Matching funds may be in the form of allowable direct or indirect costs. For example, the value of buildings and/or property are unallowable costs for the Farm to School Grant, and therefore unallowable as a source of matching funds. The property values associated with land or buildings are not permitted as match.

Additional information about allowable and unallowable costs is available in Sections 2.3 and Section 2.4. The basis for determining the value of cash and in-kind contributions must be in accordance with 2 CFR 200.306.

Match Letters: All applicants are required to submit signed letters verifying matching funds for each and every cash and/or in-kind resource including applicants whose budgets indicate a match from their own organization. Match letters are considered separate from letters of commitment described in Section 3.3, and match letters are not subject to the three-document limit that applies to letters of commitment. An applicant must include a signed letter verifying matching funds for every cash and/or in-kind match source included in the budget.

• What to include: Each match letter must include the source, exact dollar amount, and description of how the match was calculated. The match letter must include the source of matching funds, even if the match is cash supplied from within the applicant’s own organization.

o Match letters that do not include the specific dollar amount, how the calculation was derived, and the source of funds will be deemed insufficient and removed from consideration.

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/section-200.306 o Match letters may be addressed to “Erica Antonson, Acting Branch Chief, Grants Management Operations Branch.”

Insufficient match documentation is a frequent reason for removal from the competition (e.g.

amounts in match letters do not align with the amounts in the SF-424 and budget narrative).

Please ensure all match documentation provided carefully follows the instructions.

Maintaining Written Records: If awarded, the grantee must maintain written records to support all allowable costs claimed as being a match contribution, as well as costs paid by the Federal Government. In the event the grantee does not provide the minimum amount of cost share, as described in the budget and budget narrative, the Government’s contribution will be reduced in proportion to the grantee’s contribution. These requirements will be described in more detail in the Terms and Conditions provided upon award.

3.3 Pre-Award Screening Requirements

In reviewing applications in any discretionary grant competition, the FNS review of risk posed by applicants will be based on the following:

• SAM.gov, the System for Award Management, the Official U.S. Government system that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS

• FAPIIS, the Federal Awardee Performance and Integrity Information System that has been established to track contractor misconduct and performance

• FNS Risk Assessment Questionnaire.

Applicants must complete the FNS-906 Grant Program Accounting System and Financial Capability Questionnaire that allows FNS to evaluate aspects of the applicant’s financial stability, quality of management systems, and history of performance, reports, and findings from audits.

The questionnaire contains questions that may be an indicator of potential risk.

The evaluation of the information obtained from the designated systems and the risk assessment questionnaire may result in FNS imposing special conditions or additional oversight requirements that correspond to the degree of risk assessed. If you have an audit in the past five years, please include your audit report as an attachment.

4. Application and Submission Information

4.1 Content and Form of Application Submission

4.1.1 Special Instructions

• Letters of commitment must be submitted with the application through Grants.gov. Letters submitted via email will not be considered.

• FNS reserves the right to request clarification on any application submitted in response to this solicitation.

• Applications not submitted via Grants.gov will not be considered.

• If multiple application packages are submitted through Grants.gov by the same applicant in response to this solicitation, FNS will accept the latest application package successfully submitted. All other packages submitted by the applicant will be removed from this competition.

• If multiple packages are submitted through Grants.gov by the same applicant to multiple FY 2025 Patrick Leahy Farm to School Grant opportunities (i.e. Implementation, Turnkey, or State Agency) ALL submissions will be removed from consideration.

• Late application submissions will not be considered in this competition. FNS will not consider additions or revisions to applications unless they are submitted via Grants.gov by the deadline. No additions or revisions will be accepted after the deadline.

4.1.2 Required Elements and Formatting

FNS strongly encourages eligible applicants interested in applying to this program to adhere to the following application format. The proposed project narrative, budget narrative, and supporting documents should be presented on 8 ½-inch x 11-inch white pages with at least 1-inch margins on the top and bottom. All pages should be single-spaced in Times New Roman 12-point font, except for the budget narrative, which may be no smaller than 10-point. All pages, excluding form pages, must be numbered.

All applications, unless otherwise noted, should meet the following formatting guidelines:

• Table of contents: (not counted towards page limit) The Table of Contents should include relevant sections, subsections, and associated page numbers.

• State Agency Grant Project Narrative: Five-page maximum length project narrative in total, which includes the following three sections:

Project Description Organizational Experience and Management Evaluation and Sustainability o The Project Narrative page restrictions apply only to the content of the narrative proposals and do not apply to other required forms/attachments, nor to the budget-related documents. Pages exceeding the stated page limits will be omitted during the review process. Applications that do not include required narratives will be removed from consideration.

• Activities/Indicators Tracker: Three-page maximum length (does not count towards the five-page limit for project narrative). Formatting the table in landscape orientation rather than portrait orientation is acceptable, but the three-page maximum length still applies.

• Resume of key staff: One-page maximum length for each. If a key position has not been filled, a job description which includes desired knowledge, skills, and education will suffice. Up to three resumes may be submitted and will be reviewed for consideration. Any additional resumes will not be considered.

• Match Letter: One-Page maximum length for each. Each match letter must include the source, exact dollar amount, and description of how the match was calculated. The match letter must include the source of matching funds, even if the match is cash supplied from within the applicant’s own organization.

o There is no limit on the number of match letters applicants may include, and applicants must include a match letter for every source of match funds. Failure to include one or more match letters is a frequent reason for removal from the competition.

• Letter of commitment: All applicants may submit up to three letters of commitment from key partners identified in the project plan or budget. Applicants may submit fewer than three letters of commitment, but applications which do not include any letters of commitment may be subject to a reduced score in the review process. No more than three letters of commitment will be considered.

o Letters of commitment should be written in size 12-point Times New Roman font using standardized letter formatting and are not to exceed one page. Letters may be addressed to “Erica Antonson, Acting Branch Chief, Grants Management Operations Branch.”

o Letters must include a description of the partner’s:

Overall support of the project;

Role and responsibility in achieving the proposed project; and Demonstrated experience or expertise with executing the assigned role/responsibility.

Evidence of existing community support or partnerships with entities that will be involved in the execution of the project, including organizations that will receive funding from or provide a match for the project. Potential partners may include but are not limited to: key food service personnel (e.g., school nutrition directors), school administration (e.g., superintendent, principal, etc.), teachers, producers, ranchers, fishers, distributors providing local food for the school nutrition programs or educational enrichment, or other key organizations (e.g., cooperative extension, rural development centers, etc.).

o If an applicant does not operate the NSLP, CACFP, SFSP, and/or the SBP, the applicant must include at least one letter of commitment from a school, child care institution, or summer sponsor operating the NSLP, CACFP, SFSP, and/or SBP, or from a State Agency administering NSLP, CACFP, SFSP, and/or the SBP. This letter does count toward the three-letter limit.

o Letters of commitment must be attached to the Grants.gov application package using the “Add attachments” button. Letters of commitment will not be accepted outside the Grants.gov web portal. Please note that letters of commitment are a separate and distinct requirement from match letters, which are required for every source of matching funds. Please see Section 3.3 for more information on match letters.

• Budget narrative: There is no page limit on the budget narrative, and it does not count toward the page limit for any other section. A suggested budget narrative template is available in Appendix B of the RFA, which applicants are strongly encouraged to use for completing the budget narrative section of their application. If the budget narrative is created in a spreadsheet, please “print to PDF” before submitting to preserve formatting and ensure it fits on the standard page size.

Information provided beyond the page limit will not be considered. Applications that do not follow guidelines may be subject to a reduced score during review.

4.1.3 FSGP Coversheet

The FSGP coversheet includes the following information:

• Name of organization

• Grant application type (grant track)

• Type of eligible entity

• Length of project (select only 24 months)

• Brief project description (1000 characters including spaces maximum)

• CNP operator information (or scope if specific CNP operators have not been identified, maximum 2000 characters). For each CNP site/operator that is participating in the project provide the following:

o Name of CNP operator o State o Type o Free or reduced price eligibility percentage o Total enrollment o Urban/rural classification code

4.2 Grant Activities

4.2.1 Grant Activities

State Agency grants are intended to promote agricultural education and increase the amount of local food served in eligible CNP operations by funding State agencies to support and grow farm to CNP efforts in their States. Proposed State Agency Grant activities must support the required objective, improve access to local foods in eligible CNP sites through comprehensive farm to school programming that includes local sourcing and agricultural education efforts. Applicants must clearly indicate in their Project Narrative how proposed activities align with the required objective, including BOTH local sourcing and agriculture education.

Examples of activities that could be supported by the FY 2025 Farm to School State Agency Grants that involve local sourcing, agricultural education, or both include, but are not limited to:

Local Sourcing

• Offering training and technical assistance to CNP operators on local sourcing;

• Supporting the expansion, tracking, and marketing of local foods to SFAs through USDA

Foods and USDA DOD Fresh programs;

• Hosting “Bringing the Farm to School: Agricultural Producer Training”;

• Hosting State or regional farm to CNP buyer-grower meetings;

• Developing, implementing, or enhancing local procurement tracking systems;

• Working with food producers or manufacturers to minimally process or develop value-added products that use one or more locally sourced food products for use in program meals;

• Solving distribution bottlenecks that limit the feasibility of sourcing more locally or regionally produced items by working closely with intermediaries (e.g., distributors, food hubs) or brokering business relationships between farmer(s), CNP operators, intermediaries, and other local food businesses;

• Supporting staff time to coordinate the central procurement and distribution of local foods; and

• Developing databases of local producers or local food purchase ordering systems.

Agricultural Education

• Integrating agricultural education with career and technical preparation programs at CNP schools to encourage the next generation of agricultural producers;

• Expanding experiential learning opportunities, such as creation of school gardens, developing school-based farmers markets, providing support to ag/food clubs, and/or increasing exposure to local farms and on-farm activities;

https://www.farmtoschool.org/our-work/bringingf2s

• Encouraging increased consumption of fruits and vegetables through promotional activities, taste tests, and other activities featuring local products; and

• Developing State-level curriculum, toolkits, templates, and resources featuring local foods, gardens, food sovereignty, and/or agricultural education;

• Encouraging the sharing of indigenous traditional knowledge between generations, such as native plant varieties and planting practices; Teaching and researching sustainable growing practices to mitigate and adapt to the changing climate, such as encouraging the use of drought resistant plant varieties and/or cover crops; and

• Developing and implementing integrated curriculum to reinforce food and nutrition-based learning throughout the school environment or on a local farm(s).

Combines Both Local Sourcing and Agricultural Education

• Conducting a State or regional farm to school institute;

• Operating service projects that support farm to school initiatives in eligible CNP sites;

• Incorporating food justice, food sovereignty, youth empowerment, or other related efforts into farm to school programming;

• Hiring staff to support statewide farm to school, farm to summer, and/or farm to CACFP efforts;

• Building, expanding, and/or regularly convening a network of key partners;

• Conducting an equity analysis of the agency’s farm to school efforts;

• Conducting or attending training specifically focused on equity in farm to school programming;

• Developing or enhancing State-level farm to school, farm to summer, and/or farm to

CACFP strategic and/or evaluation plans;

• Developing a statewide farm to school marketing campaign or recognition program(s);

• Offering training and technical assistance to CNP operators on equity in the food system;

• Offering training and technical assistance to CNP operators on school gardens, local sourcing, or agricultural education strategies;

• Facilitating peer-to-peer learning among program operators or with other States or agencies to improve program equity, efficiency, and learn best practices;

• Hosting State or regional farm to CNP gatherings;

• Partnering with multiple States to deliver regional farm to school programming;

• Administering subgrants (mini-grants) to CNP operators within the State to initiate or enhance their farm to school, farm to summer, or farm to CACFP programs;

• Developing promotional campaigns in support of farm to school initiatives;

• Providing technical support in the form of face-to-face trainings, consultations, webinars, etc.; and

• Developing, implementing, or enhancing school garden, and/or agricultural education tracking systems.

4.2.2 Required Travel for Training and Networking

If awarded all grantees must attend at least one national-or regional-level networking and training event in the first year of their grant. The event must have a farm to CNP focus. Examples may include, but are not limited to, events hosted by organizations such as National Farm to School Network, National Agriculture in the Classroom, Ecotrust, Intertribal Agriculture Council, American Horticultural Society, or Farm to Institution New England. Networking and stakeholder engagement are major components of this activity; consequently, grantees will be expected to travel to and attend the event in-person. To ensure that grantees reserve sufficient funding to attend an in-person meeting, grant applicants should:

• Include in the budget travel costs for at least one project representative, preferably the project director, to attend the event. There is no limit on how many project personnel may attend, but the amount requested for this activity must be reasonable and align with the scope and intent of the project.

• Estimate how many days of travel attendance at the event will require, including hotel, airfare, ground transportation, meals/per diem, etc. Include any registration fee, if known or expected.

Include travel for this meeting in the first year of the grant only. Travel costs for the event of choice are permitted as both Federal and non-Federal contributions to the grant, if not otherwise unallowable. Applicants are strongly encouraged to put this activity in the Federal portion of the proposed budget.

4.3 Application Content

4.3.1 Project Narrative

State Agency Grant applicants must organize their applications according to the requirements in this section. This project narrative section must not exceed five pages and it must include the following three sections:

1. Project Description

2. Organizational Experience and Management

3. Evaluation and Sustainability

Project Description Provide a high-level overview of the proposed project and describe how your project will increase access to local foods in eligible CNP sites, which should include how your project will generate sourcing and purchasing from local and regional producers. It must also describe how your project will increase access to agriculture education. Describe how the project has or will seek and consider feedback from the community being served in the design and delivery of the project.

Ensure that any specific activities mentioned in this section are reflected in the Activities/Indicators Tracker (see section 4.3.2). Where dates are included, activities should not begin before July 1, 2025. If an applicant proposes to use grant funding to award subgrants, the applicant must include a description of the process for making subgrant awards and describe how equitable distribution of the subgrants will be ensured. Identify the community and organization(s) participating in your project. Describe the need for the project, how that need was identified, and explain how the specific proposed project is designed to address or meet the need.

Describe how the project team includes leadership and members from the community served by the project. Describe how the project team reflects the community served and ensures that the values, cultures, and needs of the community are represented. Describe the strengths of the community that make this the right time and place for your project, such as prior experience planning and implementing farm to school initiatives (such as local sourcing and agriculture education) that would demonstrate that your organization has the background necessary to successfully execute the proposed project.

Organizational Experience and Management…