Farmers Market and Local Food Promotion Program Grant Writing Workshop Farmers Market and Local Food Promotion Program Grant Writing Workshop

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1 Farmers Market and Local Food Promotion Program Grant Writing Workshop These workshops are funded by the USDA s Agricultural Marketing Service and facilitated by USDA s National Institute of Food and Agriculture. The project is coordinated by the USDA-NIFA Regional Rural Development Centers. Agricultural Marketing Service Farmers Market and Local Food Promotion Program Grant Writing Workshop AMS FMLPP Grant Program Overview These workshops are funded by the USDA s Agricultural Marketing Service and facilitated by USDA s National Institute of Food and Agriculture. The project is coordinated by the USDA-NIFA Regional Rural Development Centers. Agricultural Marketing Service 1

2 Farmers Market and Local Food Promotion Program Local Food Promotion Program (LFPP) 2

3 Local Food Promotion Program (LFPP) Increase domestic consumption of, and access to, locally and regionally produced agricultural products through intermediary Local Food Promotion Program (LFPP) Two types of project applications are accepted under LFPP: Planning grants Implementation grants 3

4 LFPP Planning Grants Activities can include but are not limited to: Market research Feasibility studies Business planning Per grant awards in FY 14-15: $5,000 - $25,000 LFPP Implementation Grants Activities can include but are not limited to: Training and technical assistance for the business enterprise and/or for producers working with the business enterprise Per grant awards in FY 14-15: $25,000 - $100,000 4

5 Farmers Market Promotion Program (FMPP) FMPP Increase domestic consumption of, and access to, locally- and regionally-produced agricultural products direct-to-consumer Per grant awards in FY 14-15: $15,000 - $100,000 5

6 Which Grant Program? Local Foods Promotion Program (LFPP) Intermediaries Planning Implementation Farmers Market Promotion Program (FMPP) Direct-to-consumer Does project support local / regional food efforts? yes no Project is ineligible for FMPP and/or LFPP Qualifies for LFPP if project involves intermediary supply chain activities Qualifies for FMPP if project promotes direct to consumer marketing Project moves / promotes product from origin to distributor Project moves / promotes product from distributor to retail Marketing to consumer Marketing information campaign 6

7 Project Scoring Purpose Approach Budget Outreach Impact Purpose Is there clear need? Do objectives and goals meet Program goals? Do outcomes benefit intended audience? 7

8 Approach Well written? Realistic and intended to meet goals and objectives? Is project personnel qualified? Are partnerships appropriate? Budget Are requested items allowed, and reasonable? Do items clearly correlate with purpose and goals? 8

9 Outreach What is the plan to publicize project activities? How will the project engage people? Are the measures used to collect outreach data clear? What is the outreach plan for after the project ends? Impact Are expected outcomes clearly described? How will change be measured? What metrics of change will be used to quantify impacts? 9

10 How Will Proposals be Evaluated? Scoring criteria Capacity to meet objectives Evaluators perspective So what? How Will Proposals be Evaluated? What makes some applications better than others? Innovative concept Replicable Impacts after the grant ends 10

11 Eligible Entities Agricultural Businesses Agricultural Cooperatives Community Supported Agriculture (CSA) Networks CSA Associations Economic Development Corporations Local Governments Nonprofit Corporations Producer Networks Producer Associations Public Benefit Corporations Regional Famers Market Authorities Tribal Governments References WWW. AMSTA.net WWW. AMS.USDA.gov 3/16/2015 AMS Grant Writing Workshop and Technical Assistance 22 11

12 Farmers Market and Local Food Promotion Program Grant Writing Workshop AMS FMLPP Grant Program Developing Your Idea These workshops are funded by the USDA s Agricultural Marketing Service and facilitated by USDA s National Institute of Food and Agriculture. The project is coordinated by the USDA-NIFA Regional Rural Development Centers. Agricultural Marketing Service Available Funding 1. FMPP Farmers Market Promotion Program 2. LFPP Local Food Promotion Program 1. Planning 2. Implementation 12

13 Crafting an Idea to Fit the RFA Introduction Background/Current Need Goals Implementation Reality Check Impacts and Evaluation Outreach and Marketing Refine Ideas to Fit the Purposes and Scope of the Grant Situation #1: Need for better managed farmers markets (FMPP) Situation #2: Need to assess options for a business incubator/business resource center (LFPP - Planning) Situation #3: Need to start a kitchen incubator/food business resource center (LFPP-Implementation) 13

14 Roadmap: Formulating Your Idea into an AMSTA Proposal Background Statement Goals/Objectives Resources Implementation Outcomes and Impacts Beneficiaries By end of grant After the grant How will they be evaluated and measured Partners and Marketing Food System Overview Source: MSU Philip Howard 14

15 Food System Overview Source: CS Mott at Michigan State University and Virginia Farm to Table Background Situation What are common situations/problems faced by the local food systems? How are you going to assess the problem? Which grant program is the correct match for the proposed activity? GROUP EXERCISE Fill out background statement on worksheet Roadmap for Formulating Your Idea into an AMSTA Proposal 15

16 Background Situation Pick your own or use one of the following: Situation #1: Need for better managed farmers markets (FMPP) Situation #2: Need to assess options for a business incubator/business resource center (LFPP - Planning) Situation #3: Need to start a kitchen incubator/food business resource center (LFPP-Implementation) Developing Goals Broad purpose and impact statements Capture the imagination of the reader Your proposal should build upon and extend present knowledge How your project is different or better 16

17 Goals of the Project What problem(s) will my idea specifically help solve? Who will benefit from the program? Overall what will my project accomplish? How and when will I measure those accomplishments? Developing Goals What is the overall objective? What will this project accomplish in broad terms? How will it help my project or organization? How could it help other projects or organizations in my town, region? 17

18 Developing Goals Is there a possibility to replicate this or have ongoing programs after the grant? GROUP EXERCISE Fill out goals section on Roadmap worksheet Example: Cooking demo leads to increased sales of produce due to consumer education of use/nutrition. Implementation How and when will your project be implemented? Develop a work plan with specific activities/actions and a defined timeline. Who are the participants (grant beneficiaries)? Where will they be conducted? Why will these methods accomplish the goal(s)? 18

19 Implementation Do you have partners? Does your organization have the capacity to complete the work? Implementing Activities GROUP EXERCISE Describe the specific activities that will take place to achieve the goals: Address the How, When, Where, Why, and Who Convince the reviewer that you have a clear plan that will actually achieve the goals outlined 19

20 Reality Check Does this fit with the mission of your organization and the grant? Is the scale correct in terms time, funding levels, skill set to accomplish the grant program? Do we have everything we need to accomplish objectives? Either on hand or via grant purchases. Reality Check Discuss and review how to find out the following pieces required for the RFP: Benchmarks, implementation plan, defining impacts, outcomes, results, monitoring, evaluation, reports, budget. GROUP EXERCISE Fill out the resources section of the Roadmap worksheet. 20

21 Impacts and Evaluation What do you expect beneficiaries to do? How can accomplishments be assessed? How will you track progress on goals and objectives? How will you measure impacts of the project? Impact and Evaluation Crafting Impact Statements Stating the activity isn t enough, must relate to outcomes such as increased jobs and sales. For example: Cooking demo isn t enough. Measuring increased sales of produce and relating it to cooking demo is better. 21

22 Impacts and Evaluation Evaluate and Measure Impacts Project Replication and Sustainability GROUP EXERCISE Complete the outcomes and impacts sections on the Roadmap worksheet. Outreach and Marketing How will the project be promoted? How will you create buy-in from project team and stakeholders? How will you communicate success? How will you communicate who benefited from the project? 22

23 Outreach and Marketing Within project team To local stakeholders To USDA during and after the project To media In project materials GROUP EXERCISE Fill out the partners and marketing section of the Roadmap worksheet. Final Look at the Project What is the project going to accomplish? Who will benefit and why should people care? Did the project create/retain additional jobs or sales? Could it in the future? How will you report what was measured combined with community context and hope for future projects. 23

24 Final Look at the Project GROUP EXERCISE Pull all group exercise pieces and check against Roadmap, look for holes. Craft take home message for end of project wrap-up report. Farmers Market and Local Food Promotion Program Grant Writing Workshop AMS FMLPP Grant Program Preparing Your Proposal These workshops are funded by the USDA s Agricultural Marketing Service and facilitated by USDA s National Institute of Food and Agriculture. The project is coordinated by the USDA-NIFA Regional Rural Development Centers. Agricultural Marketing Service 24

25 Preparing Your Proposal Begin with your: Ideas Concepts Outlines and THEN begin writing Do Not Promise What You Can t Deliver 25

26 Use Specific Language Be careful of using absolute terms: All None Every Never Always Be careful about making generalizations Examples of Using More Specific Language General More Specific Very Specific Math Instructors Algebra Instructors High School algebra instructors Daytime before 5 PM Between 8 AM and 5 PM Farmers Organic Farmers Certified Organic Farmers with less than 50 acres 26

27 Redundancy Better improvements Study will include both students and teachers Every student in all grades will create, organize, and produce a personalized individual portfolio that includes all the writing assignments from the entire academic school year OR Each student will make a writing portfolio that includes all of their work from the school year. Staffing Plan Describe the roles of all individuals/groups associated with your project Clarify how each role is essential to the success of your project Describe the qualifications of each member of the team Who will administer the project? Who will oversee? Who will report? 27

28 Estimating Costs Personnel Equipment Specify needed equipment Travel Supplies Facility Rental Document quotes Writing Tips Read and carefully follow grant guidelines! Avoid jargon and A.C.R.O.N.Y.M.S Check grammar, spelling, and typos Limit the use of bullet points Do not use fancy fonts and layouts Start with clarity. No fluff. 28

29 Writing Tips Be INNOVATIVE Be PASSIONATE Be REALISTIC Be SPECIFIC Writing Tips Statistics Return on Investment Staff The role of existing/additional staff Partners Their role and contributions 29

30 Farmers Market and Local Food Promotion Program Grant Writing Workshop AMS FMLPP Grant Program Preparing the Application These workshops are funded by the USDA s Agricultural Marketing Service and facilitated by USDA s National Institute of Food and Agriculture. The project is coordinated by the USDA-NIFA Regional Rural Development Centers. Agricultural Marketing Service Session Overview Application Process Application Components Both programs FMPP LFPP Project Evaluation and Scoring Developing Your Narrative Developing Your Budget Helpful Hints 30

31 Application Steps 1. Obtain a DUNS Number (1 day) 2. Register with SAM (3-5 days, 2 weeks if errors) 3. Register on grants.gov (3-5 days, 2 weeks if errors) 4. Download grant application package (immediate) 5. Develop proposal, budget, gather letters, supporting information & attachments (depends based pre-proposal development, 2+ weeks) 6. Complete & submit grant application, including attachments (recommended to start at least 3 days prior to application deadline) 7. Grants.gov sends Submission Receipt Number (same day) 8. Grants.gov sends Submission Validation Receipt (48 hours) See packet for examples Application Components (FMPP and LFPP) Form SF 424 Application for Federal Assistance (grants.gov) Form SF 424B Assurance Non-construction Programs (grants.gov) Attachments Evidence of Contractor/Subrecipient current SAM registration and DUNS number Note: SAM registration must be renewed yearly Must be DUNS number of recipient organization, not project partner Evidence of all Contractor and Subrecipient s Debarment Status Supporting Documents Letters of Support from Partners Descriptions of Experience & Qualifications or Resumes 31

32 Application Components FMPP-Specific Attachments Critical Resources and Infrastructure Documentation Form TM 29, FMPP Project Proposal Narrative (AMS website) Form TM 30, FMPP Supplemental Budget Summary (AMS website) Priority Project Information LFPP-Specific Attachments Grant Narrative (AMS website) Budget and Matching Request (AMS website) Verification Letter(s) of Matching Funds SF-424 (FMPP and LFPP) Completed online via Grants.gov Form contains instructions Supplemental instructions in RFP Must be complete and include all supplemental materials No error checking! Wrong state, for example 32

33 SF-424B (FMPP and LFPP) Assurances for Non-Construction Programs Completed online via Grants.gov Must be signed by the authorized certifying official Attachments (FMPP and LFPP) Prepared outside of Grants.gov Uploaded under #15 of SF-424 Must be in order specified in respective RFP MS-Word file for narrative narrative_organization_name MS-Excel file for budget budget_organization_name 33

34 SAM Registration and DUNS Number (FMPP and LFPP) Evidence of Contractor/Subreceipinet SAM Registration and DUNS Number required for both FMPP and LFPP SAM Registration: DUNS Registration: Debarment Status (FMPP and LFPP) For both FMPP and LFPP you must disclose if Project Coordinator or other key grant management personnel including contractors and subrecipients have been: Convicted or civil judgment within past three years Presently indicted or otherwise criminally or civilly charged by a governmental entity with commission of any of the offenses described (fraud, violation of antitrust, etc.) Have had any public transaction (Federal, State, or local) terminated for cause or default within the three years preceding application 34

35 Supporting Documents (FMPP and LFPP) Letters from Partners: Includes cooperators and contractors Congressional support letters don t guarantee funding Should be on organization letterhead and signed by person authorized to make the commitment No form letters should be individualized See packet for examples Supporting Documents (FMPP & LFPP) Biographies or Resumés Should reflect qualifications and expertise necessary to carry out proposed activities or similar types of activities Limited to two pages per individual See packet for examples 35

36 FMPP Critical Resources and Infrastructure Documentation (FMPP Only) Letters and/or other evidence of commitment from resource providers Should be on organization letterhead and signed by person authorized to make the commitment Demonstrate that critical resources and infrastructure required to initiate and implement project are in place Can not be dependent on completion of another project or receipt of grant 36

37 Project Proposal Narrative Form (FMPP only) TM-29 Form Template with instructions available at RFP contains additional guidance Requirements: Typed single spaced 12 point Times Roman font May not exceed 12 single sided, 8.5 x 11 pages Must include all elements Project title must match title listed on SF-424 Supplemental Budget Summary (FMPP Only) TM-30 Summary Template with instructions available at RFP contains additional guidance Does not count toward 12-page narrative limit Itemized, line-by-line cost estimate Based on price analysis, vendor quote, cost per unit (including staff time) Must include budget narrative describing justification OMB TM-30, Farmers Market Promotion Program (FMPP) Supplemental Budget Summary Project Title: Organization: Phone: FMPP 2014 Contact: Contact This Column for FMPP Requested Staff Use Only: Budget Summary Itemization: Budget Revised/Approved Personnel: Contractual: Travel: Equipment: Supplies: Other: Total Direct $0 Indirect Cost: Indirect Percentage of Total Budget (maximum 10% of total budget) #DIV/0! TOTAL $0 $0 FMPP 2014 Page 1 of 3 Form TM-30 37

38 Supplemental Budget Summary (FMPP Only) TM-30 Summary (continued) Itemized line item categories: Personnel Contractual Travel Equipment Supplies Other direct costs Indirect costs Limited to 10% of total expenses defined and itemized as a direct cost OMB TM-30, Farmers Market Promotion Program (FMPP) Supplemental Budget Summary Project Title: Organization: Phone: FMPP 2014 Contact: Contact This Column for FMPP Requested Staff Use Only: Budget Summary Itemization: Budget Revised/Approved Personnel: Contractual: Travel: Equipment: Supplies: Other: Total Direct $0 Indirect Cost: Indirect Percentage of Total Budget (maximum 10% of total budget) #DIV/0! TOTAL $0 $0 Page 1 of 3 Priority Project Information (FMPP Only) Program priorities change yearly! Check the 2015 RFP Proposals fitting priority area does not guarantee funding A good project will likely fit into one of the priority areas Focus on writing a good project! 38

39 OMB Page 1 of 8 3/16/2015 LFPP Grant Narrative (LFPP Only) Template with instructions available at RFP contains additional guidance Requirements: Typed single spaced 12 point Times Roman font May not exceed 12 single sided, 8.5 x 11 pages Must include all elements Project title must match title listed on SF-424 Local Food Promotion Program (LFPP) 2014 GRANT NARRATIVE FORM AND INSTRUCTIONS This narrative form is mandatory. AMS strongly recommends reading the form instructions (see page 5) and the LFPP Announcement and Guidelines before completing this form. 1. Project Title: 2. Organization Name: Mailing Address: Phone: Fax: 3. Primary Project Manager Name: Mailing Address: Phone: Fax: 4. Grant Application Type (check only one): Planning Grant Implementation Grant 5. Requested LFPP Funds: $ Matching Funds (25% match required): $ 6. Entity Type (check only one): Agricultural cooperative Producer association Nonprofit corporation Public benefit corporation Local government CSA network CSA association Economic development corporation Tribal government Regional farmers market authority Producer network Agricultural business entity Other (please specify): 7. Priority Project Selection: Priority will be given to project proposals that are located in and/or serve populations in at least one area of concentrated poverty with limited food access. To be considered under this priority area, the application must meet the low income and low food access criteria as defined by the USDA Economic Research Service s Food Access Research Atlas. Additionally, priority consideration will be given to high-scoring applications submitted by eligible applicants in partnership with Promise Zone Lead Applicant Organizations. See Instructions on Page 5 for more information. Should USDA consider the project proposal under this priority area? Yes No 39

40 Project Title: Organization: Contact Person: Contact Phone: Contact Requested Federal Funds Page 1 of 2 Requested Federal Funds Matching Contribution Matching Contribution Budget Summary Itemization: Year 1 Year 2 Year 1 Year 2 Totals Personnel: Contractual: Travel: Equipment: Supplies: Other: Indirect Costs: Local Food Promotion Program (LFPP) Budget and Match Request Form Budget Total Personnel $0 $0 $0 $0 $0 Total Equipment $0 $0 $0 $0 $0 10% of Direct Costs Check: #DIV/0! 3/16/2015 Budget and Matching Request (LFPP Only) Template with instructions available at OMB 0581-NEW Local Food Promotion Program (LFPP) Budget and Match Request Form RFP contains additional guidance Total Contractual $0 $0 $0 $0 $0 Total Travel $0 $0 $0 $0 $0 Does not count toward 12-page narrative limit Total Supplies $0 $0 $0 $0 $0 Total Other $0 $0 $0 $0 $0 Total Direct Costs $0 $0 $0 $0 $0 Total Indirect $0 $0 $0 $0 $0 Total Federal Request: $0 $0 Total Matching Contribution: $0 $0 Total Project Costs: $0 25% Match Check: #DIV/0! Itemized, line-by-line cost estimate Budget and Matching Request (LFPP Only) Must correlate budget with purpose/goals of project Must demonstrate budget is both reasonable and adequate for proposed project Matching funds only allowable if accompanied by Verification Letter(s) of Matching Funds submitted with application Both your own organization and your partners. Use form found at (insert URL) as an example of how to write it. 40

41 Budget and Matching Request (LFPP Only) Itemized line item categories: Personnel/contractual Equipment Travel Supplies Other direct costs Indirect costs (limited to 10% of direct costs) Matching (cash or in-kind equal to 25% of total cost) Verification Letter(s) of Matching Funds (LFPP Only) Commitment from each third party who will contribute cash and/or in-kind matching non- Federal resources Should be on organization letterhead and signed by person authorized to make commitment Addressed to applicant or LFPP Program Manager Unsigned letters and messages will not be accepted No form letters should be individualized 41

42 Verification Letter(s) of Matching Funds (LFPP Only) Must include: Organization name, name and title of letter writer, address, telephone number, and address Project title and a reference to FY 2014 LFPP Total dollar amount of contribution Timing and duration of commitment Project Evaluation & Scoring (FMPP and LFPP) Purpose (20 points) Approach (25 points) Budget (20 points) Impact (20 points) Outreach (15 points) 42

43 PROPOSAL NARRATIVE TEMPLATE ACTIVITY BUDGET EXERCISE 43

44 Helpful Hints Follow directions Call with questions Have others not associated with the project review for: Clarity and understanding Grammar and typos Don t wait to last minute to ask for help or submit to grants.gov Allow five-week minimum for entire process If you don t receive grants.gov confirmation after you submitted, call grants.gov! CONTACTS Best of luck in your efforts at increasing access to local foods and thank you for your attention today. 3/16/2015 AMS Grant Writing Workshop and Technical Assistance 88 44