FY15 New County Agricultural Literacy Coalition Grant Request for Proposals Three Copies Due by July 19, 2014 ISSUED BY: Illinois Agriculture in the Classroom (IAITC) DEADLINE: Proposals must be postmarked by July 19, 2014 No Faxed copies will be accepted CONTACT: Illinois Agriculture in the Classroom 1701 Towanda Avenue Bloomington, IL 61701 309/557-3334 PURPOSE: To improve and expand agricultural literacy programs at all levels of education, Pre- Kindergarten through Adult PROJECT TIMELINE: July 1, 2014 to June 30, 2015 BACKGROUND: Agriculture is the most fundamental and essential industry in the world. It is agriculture that provides society with food, clothing, and shelter. However, through the advancement and diversification of the industry, many inaccuracies about agriculture exist in the minds of a large majority of the population. Agriculture is the science and art of providing food and fiber products to consumers. Agriculture includes input industries necessary for production, manufacturing and processing, and marketing and distribution. Less than 2% of the United States population is directly involved in the production of food, yet 24.4% of the civilian workforce in Illinois is employed in an agriculturally related job. Each generation of individuals born in this country is becoming farther and farther removed from any meaningful agricultural connection. By teaching our youth about the science of agriculture, they will be better able to make informed decisions when confronted with agriculture-related issues and concerns. American agriculture is in the midst of a biotechnology and information technology explosion. Even with agriculture s obvious connection to a high level of technological information, people unfamiliar with agriculture have not recognized changes which have occurred. In reality, agriculture is big business. It is an industry heavily involved in science, economics, marketing, mathematics, and much more. People involved in the agricultural industry are very concerned about issues such as food safety, animal rights, environmental concerns, and water quality. The perception of the farmer as an unskilled laborer must change. Our youth must be informed about the importance of agriculture, how it affects each of their lives, how it is really a complex business dependent on science and economics, and also just how broad a scope the agricultural industry spans. Otherwise, it will be difficult to attract top students into agriculture related careers. 1
PROPOSED OUTCOMES OF LOCAL AGRICULTURAL LITERACY COALITIONS: Outcomes - Long-term (Systemic Change) 1. Society understands the impact that agriculture has on their lives. 2. Members of society possess a positive image of the agriculture industry. 3. The number of qualified agricultural employees is increasing. 4. Members of society view agriculture as environmentally friendly/agriculturalists as good stewards of the land. 5. Consumers are better able to make well-informed decisions about their food and fiber. 6. Legislators make better-informed decisions and know both sides of an agriculture issue. Outcomes - Intermediate (Changes in Behaviors and Practices) 1. More educators are accessing and using educational resources offered by the agriculture industry. 2. The agriculture industry is utilizing and communicating a unified agriculture message. 3. Local agricultural communities are working cooperatively to form true partnerships to educate their community about the total agriculture industry. Outcomes - Short-term (Awareness, Knowledge, Attitudes, and Skills) 1. Educators are aware of the scope of the agriculture industry and the vast array of career opportunities that are available in the industry. 2. Students are aware of the scope of the agriculture industry and the vast array of career opportunities that are available in the industry. 3. Educators know how to contact their local Agricultural Literacy Coordinator to attain resources. 4. Members of our society are aware of how agriculture impacts their daily life. 5. Society possesses a greater environmental awareness and appreciation. OBJECTIVES OF LOCAL AGRICULTURAL LITERACY COALITIONS: (THESE ARE OBJECTIVES FOR ALL COALITIONS!) 1. To organize and coordinate countywide agricultural literacy programs with all agriculture and education entities, and others, as well as promote a unified agriculture message among all partners. 2. To provide training opportunities for teachers, administrators, guidance counselors, and others, to ensure our children learn the true value of the total agriculture industry. 3. To provide learning opportunities for students to ensure our children learn the true value of the total agriculture industry. 4. To provide learning opportunities for the general population to ensure society understands the importance of the agriculture industry. 5. To coordinate the production of promotional activities within the county to educate society about the agriculture industry and the countywide coalition. 2
REQUIREMENTS FOR FUNDING: 1. Illinois Agriculture in the Classroom will join with county agencies and organizations to provide funds for the services of a countywide literacy coordinator to increase society s awareness of the total agricultural industry. Funds will be available upon the hiring of a coordinator. 2. Each county literacy program must have an active advisory council consisting of a cross-section of members from the community. They are required to meet at least twice a year. The advisory council s purpose is to advise the program and assist the coordinator. An advisory council must be in place with the submission of this application. 3. The Illinois Agriculture in the Classroom program is interested in funding a united county effort with several actively involved partners. The advisory council membership may come from the list below. Suggested coalition agencies and organizations that should be able to provide funds for this project might be: County Farm Bureau Forest Preserve Districts Soil and Water Conservation Districts Local School Districts University of Illinois Extension Multi-County Unit County Commodity Groups Education to Careers 4-H Regional Office of Education FFA Local Chamber of Commerce Agribusiness Committee County Conservation Groups (Pheasants Forever, Ducks Unlimited, etc.) Because of the nature of the ever evolving agriculture literacy effort across the state, the local County Farm Bureau, Soil and Water Conservation District, and University of Illinois Extension must be involved at the local level in an advisory capacity. It is REQUIRED that the FCAE Program Advisor and the IAITC office are invited to an introductory meeting to help facilitate your program decisions. 4. The County Agricultural Literacy Coordinator s duties will be to provide and/or coordinate programs that are research-based, action-oriented, and utilize the experimental learning process. The focus will be on hands-on curriculum for use in the classroom. The program is to aid in meeting Common Core and Next Generation Science Standards for educators. Coordinators are recommended to use curriculum and other resources that link science, math, reading, writing, social studies, health, and agriculture together in areas such as the study of animals, energy, insects, plants, soils, weather, genetics, horticulture, and conservation of natural resources. This study is crucial for today s youth so they will understand the world they live in and will help to shape Illinois future. 5. The County Agricultural Literacy Coordinator will be expected to provide professional development programs to educators showing them how agriculture can be used as a medium for teaching science, math, and other core learning areas, and to participate in the statewide training programs for County Agricultural Literacy Coordinators. 3
6. Funded county coalitions are required to submit three copies (four if submitted by U of I Extension Unit) of an annual or final report to Illinois Agriculture in the Classroom by July 19, 2015, and are required to complete regular reports and submit them to the IAITC office and their FCAE Field Advisor. (Reports due by October 10, November 10, December 10, February 10, March 10 and April 10). 7. To be eligible for future funding from Illinois Agriculture in the Classroom, your county coalition s monetary income must be $1 more than the IAITC grant. Approximately $40,000 is recommended per year for salaries, transportation, secretarial support, printing, resource materials, and supplies for a successful full-time program. 8. A job description for the County Agriculture Literacy Coordinator must be included in this application. Sample job descriptions can be obtained from the IAITC Office. 9. A program of work for addressing proposed outcomes of local agricultural literacy coalitions (specifically short and intermediate term) will be included. We understand that the hiring of a new person in a new capacity needs to remain fluid. The IAITC Program Council wants to promote the most positive experience for the local advisory board, the local employer, and the Agricultural Literacy Coordinator. TIMELINE: July 19, 2014 August 31, 2014 September 9, 2014 Monthly September 30, 2014 December 2014 February 2015 May 2015 July 19, 2015 Proposal Deadline to Illinois Agriculture in the Classroom Proposals must be postmarked by July 19, 2014 Grant Recipients Selected New County Coalition Orientation (for counties not previously funded by IAITC), facilitated by IAITC Staff, held in Bloomington, Illinois Monthly Updates to the IAITC office and the FCAE Field Advisor E-mail notification to county coalitions for awarded grants--formal letter will follow Funds distributed pending funding availability - ESTIMATED! Ag Literacy Coordinator Meetings Ag Literacy Coordinator Meeting Central Illinois Annual/Final Reports due to IAITC (3 copies - 4 if submitted by U of I Extension) 4
ESTIMATED FUNDS AVAILABLE FOR COALITIONS NOT PREVIOUSLY FUNDED: The Illinois Agriculture in the Classroom program proposes, if funds are available, to fund new additional county coalition projects with contributions up to $7,500 per project. It is planned, if funds are available, to award funding to these projects in following years. Illinois Agriculture in the Classroom hopes the identified funds will aid in the development of county projects which are modeled after the current counties. New county programs are expected to attend the statewide County Agricultural Literacy Coordinator meetings and required to attend the new county orientation. FOR MORE INFORMATION: If you have questions, please call the Illinois Agriculture in the Classroom office at 309-557-3334. Information about IAITC can be found at www.agintheclassroom.org. Information about FCAE can be obtained at www.agriculturaleducation.org. 5
GUIDELINES AND SPECIFICATIONS FOR PREPARING A PROPOSAL In submitting a proposal, applicants agree to the following stipulations: 1. Illinois Agriculture in the Classroom reserves the right to reject any proposal received if it is determined that the proposal does not meet the specifications of the Request For Proposals (RFP), or if funds should be limited or not available for any reason. 2. The IAA Foundation is the final approving authority for all reports and products occurring as integral parts of any funding agreement resulting from these RFPs. 3. All reports and products resulting from these RFPs become the property of IAITC. These materials will be reviewed by Illinois Agriculture in the Classroom. 4. All funded coalitions are required to submit three copies (four if submitted by U of I Extension Unit) of an annual/final report by July 19, 2014. All funded coalitions are required to submit monthly reports to the IAITC office and their FCAE Program Advisor. 5. Three (four if submitted by U of I Extension Unit) copies of the proposal are required with original signatures on at least one copy. For projects being funded, one copy of all submitted proposals will be retained in the files of IAITC, one with the County Agricultural Literacy Coordinator, and one with the District FCAE Field Advisor (and one for the University of Illinois if the proposal is submitted by a University of Illinois Extension Unit). For proposals not being funded, one copy will be kept by IAITC and all other copies will be destroyed unless the applicant explicitly requests the return of the proposals and sends Illinois Agriculture in the Classroom a prepaid mailing envelope. 6. The proposal, as well as all written and/or audio-video materials produced, shall be gender equitable in word, image, and inference. 7. Equal and fair consideration of all populations regardless of race, gender, color, national origin, religion, age or handicap, shall be given in the selection of project personnel, advisory or steering committee members, and in other activities operated as part of the project. All proposals must be typewritten on one side of standard 8 ½ X 11 unruled white paper. Use a 12-point font. The proposal must provide reviewers with information required to conduct a comprehensive evaluation of the proposed activity. Please have someone proofread the proposal to check for spelling and grammar mistakes and to ensure clarity. All proposals should be submitted separately in a ½ inch (minimum) binder. Three (four if submitted by U of I Extension) copies of each proposal submitted in response to this RFP must be postmarked by July 19, 2014, and sent to: Illinois Agriculture in the Classroom; 1701 Towanda Avenue; Bloomington, IL 61701. 6
PROPOSAL OUTLINE A proposal shall include all of the following sections and shall be assembled (tabs are helpful but not required) in the following sequence: 1. Illinois Agriculture in the Classroom Contractual Agreement 2. Objectives, Goals, Procedures 3. Budget 4. Advisory Board Listing 5. County Agricultural Literacy Coordinator Job Description 6. Program of Work (to address short term and intermediate term goals) An explanation of each proposal section follows: 1. Illinois Agriculture in the Classroom Contractual Agreement A copy of the IAITC Contractual Agreement Form is included for reproduction and use on pages 8 and 9. The entity listed in Name of Agency must be a legally recognized entity. 2. Objectives, Goals, Procedures (up to 5 pages, double spaced) The goals shall be related to the objectives stated in the RFP on page 2. Procedures are the actual activities utilized to accomplish the objectives. Each procedure should be stated in measurable terms and include the target population. Include in the procedure, section measurement markers (how you will determine to what degree the project objectives are met). Use format that is shown on page 10. 3. Budget Budget must be itemized under five main categories. Authorized categories are: a. Salaries b. Employee Benefits c. Purchased Services d. Staff Travel e. Supplies and Materials Every budget must utilize the following five columns: Description; Request from IAITC; Other Monetary Contributions; Other In-Kind Contributions; and Total Budget. To be eligible to receive the continuing grant for FY 16 (July 1, 2015 to June 30, 2016) your coalition must raise $1 more (line A of the annual report) than the FY 15 allocation you receive from Illinois Agriculture in the Classroom. Other monetary and in-kind contributions include all auditable project expenditures incurred by an agency. All budget amounts should be rounded up to the nearest whole dollar. Attached to this RFP is a sample budget along with a blank budget report for reproduction and use. Explanations for each of the five budget categories follow: Salaries -- Include projected expenditures for salaries (including anticipated annual increases) of personnel performing direct project services. Indicate job title, percentage of time for the project, and a benchmark (i.e., per day or per month ). Employee Benefits -- Include benefits such as Social Security, Medicare, health insurance, etc. for each project staff member. Purchased Services -- Include anticipated expenditures for services rendered through agreements with an individual or agency. These are considered contracted services, which are written under a separate agreement by the funded agency. 7
The costs are reserved to offset expenses for providing services not usually within the capabilities of the funded agency. Personnel records are seldom maintained for the people performing contractual services nor are such individuals eligible for employee benefits accruing to regular, full time staff members. A consultant fee may be paid for specified services and should be regarded as a total figure, rather than a per day rate, for consultant services. Consultant fees, if necessary, will be determined at the time of negotiation. Items rented for use during the term of the agreement are considered to be a purchased service. Subcontractors should provide assurances to the funded agency similar to those the funded agency provided to IAITC. Staff Travel -- Include anticipated project staff travel. Travel shall be computed according to prevailing rates and include travel, per diem, lodging, and estimated other travel-related expenses (i.e. tolls and parking). The rates under the travel regulations are: 1. Mileage reimbursement: current IRS allowable rate 2. Per Diem: $28.00 per day if the day exceeds 18 hrs or night s lodging is required Supplies and Materials -- Include anticipated expenditures for those materials and supplies required to conduct the project. Only expenses in excess of the regular agency operational costs and necessary to conduct the project should be shown. Unless otherwise approved by Illinois Agriculture in the Classroom, non-consumable materials such as resource materials, reference books or reports remain the property of, and must be delivered to, Illinois Agriculture in the Classroom at the end of the project s funding. Consumable materials are expendable items, which through use, are consumed, worn out, or which deteriorate or lose their identity through fabrication or incorporation into a different or more complex unit or substance. Examples of some items which are not allowable costs include: 1. Alterations to or renovations of buildings 2. Construction of buildings or purchase of land or buildings 3. Purchase of standard office furniture, desk sets, and computers 4. Entertainment 5. Dues to organizations, federations, or societies 6. Contingency or petty cash funds 7. Funds may not be spent to pay for meals served in conjunction with a meeting, conference, or other such gatherings required as part of the funded agency s contractual responsibilities to IAITC. 4. Advisory Board Listing Please include a listing of the name, title and address of all current advisory board members. It is required that the local Farm Bureau, Soil and Water Conservation District and University of Illinois Extension office be involved in planning stages to insure this local effort does not duplicate efforts already underway. 5. County Agricultural Literacy Coordinator Job Description - Funding of the program will only be finalized once an Agriculture Literacy Coordinator has been hired. Please include the job description developed for this position. 6. Program of Work (to address short term and intermediate term goals) While these goals are described in the procedure of section 2, include a listing of what you expect your new coordinator to accomplish in the year of this agreement. 8
CONTRACTUAL AGREEMENT - July 2014 June 2015 County: Coalition Name: Board of Control Chair, President or Responsible Official: Name of Agriculture Literacy Coordinator (if known): Phone: E-mail: Employing Organization and Direct Supervisor and Title: Address, City, State, Zip: Phone: Fax: Start Date: July 1, 2014 Ending Date: June 30, 2015 County coalitions need to check each of the following requirements that the county coalition will meet for funding approval. The local coalition currently has an advisory council in place and will meet at least twice during the next fiscal year. A paid County Agricultural Literacy Coordinator will be employed or will be under contract as an independent service provider. A job description is attached. The county is providing funds to match the funding request made to IAITC. Indicate total monetary contribution provided to the coalition as indicated on budget report. $ No funds received under this contract shall be used to supplement funds normally budgeted for the planning of services of the same type. The coordinator will participate in state Agricultural Literacy Coordinator meetings and workshops. The coordinator will provide and/or coordinate programs that focus on hands-on curriculum for use in the classroom as indicated in the objectives. The coordinator will provide professional development programs for educators as indicated in the objectives. A representative from the county coalition will attend the New County Orientation Meeting. REQUEST: This application represents a financial request to improve agricultural awareness programs. As such, assurances defined in the Illinois Agriculture in the Classroom Contractual Agreement will apply to this agreement. It is understood that either party may terminate this agreement should funds not become available, or unsatisfactory progress be witnessed and documented toward the intended outcomes of the plan. Signature of Board Chair or Responsible Official Title Date Approval of funding from Illinois Agriculture in the Classroom Funds are obligated in the amount up to and not exceeding $ for this application from the Illinois Agriculture in the Classroom program and the IAA Foundation. This agreement has been reviewed and approved by Illinois Agriculture in the Classroom in conjunction with the IAA Foundation. Signature, IAA Foundation, Illinois Agriculture in the Classroom Date 9
FORMAT FOR THE OBJECTIVES/GOALS/PROCEDURES SECTION Objectives are listed on page 2 of this report. Objective 1: To organize and coordinate countywide agricultural literacy programs with all agriculture and education entities, and others, as well as promote a unified agriculture message among all partners. Goal 1: <INSERT YOUR GOAL> For example - Help to involve the high school ag program with opportunities to partner with elementary and middle school students in learning about agriculture. Procedure: <INSERT YOUR PROCEDURE> For example Discuss with the high school ag teacher about utilizing high school students to present ag-based programs in elementary and middle school classrooms. Identify and train interested students. Coordinate the program. Goal 2: <INSERT YOUR GOAL> Procedure: <INSERT YOUR PROCEDURE> Objective 2: To provide training opportunities for teachers, administrators, guidance counselors, and others, to ensure our children learn the true value of the total agriculture industry. Goal 1: <INSERT YOUR GOAL> Procedure: <INSERT YOUR PROCEDURE> 10
Sample Budget Report July 1 to June 30 All budget amounts should be rounded up to the nearest whole dollar. IAITC Other Monetary Other In-Kind TOTAL Descriptor Contributions Contributions Contributions Salary Salary 6,000 26,000 32,000 Subtotal 6,000 26,000 32,000 Employee Benefits Retirement 300 300 Insurance 450 450 Subtotal 750 750 Purchased Services Printing 1,500 1,500 Meeting Rental 550 550 Telephone 400 950 1,350 Consultant Services 600 600 Teacher Stipends 250 250 Postage 200 200 Duplication 175 300 475 Office Rent 1,200 1,200 Subtotal 2,925 3,200 6,125 Staff Travel Mileage 150 367 500 1,017 Lodging 50 100 150 Per Diem 84 84 Subtotal 200 551 500 1,251 Supplies & Materials Consumable Items 550 600 1,150 Resource Materials 225 225 Subtotal 550 225 600 1,375 Total Costs 7,500 29,701 2,100 41,501 11
Budget Report July 1 to June 30 All budget amounts should be rounded up to the nearest whole dollar. IAITC Other Monetary Other In-Kind TOTAL Descriptor Contributions Contributions Contributions Salary Salary Subtotal Employee Benefits Retirement Insurance Subtotal Purchased Services Printing Meeting Rental Telephone Consultant Services Teacher Stipends Postage Duplication Office Rent Subtotal Staff Travel Mileage Lodging Per Diem Subtotal Supplies & Materials Consumable Items Resource Materials Subtotal Total Costs 12
FORMAT FOR THE PROGRAM OF WORK SECTION (This is very general, but your program of work should provide your new coordinator with some specific projects you wish to have completed. This should not exceed 2 pages. The entire advisory group should have input on what exactly you want your Agricultural Literacy Coordinator to be doing. (Teacher Training, Envirothon, County Fair, etc.) August 15-30 September October November December January Feb March April General office introduction Overview of available materials Contact schools for proposed teacher in-service dates Compose and reproduce introductory newsletter for delivery Inventory available materials Deliver newsletter and calendar to schools Begin programs at schools and with teachers Attend September New Coordinator Meeting Attend September Coordinator Meeting Plan October bulletin board themes for schools Contact corn maze for assistance Promote teacher grant Contact Regional Office of Education for 2015 dates Attend Summer Ag Institute Meeting Submit monthly report to IAITC and FCAE Submit press release to local paper detailing activities Plan fundraising activity Submit Teacher of the Year Application Submit monthly report to IAITC and FCAE Submit county grant winners to local paper Provide funders with update of student numbers and contacts Submit monthly report to IAITC and FCAE Detail inventory Plan for Food Check-Out Day Plan for Dr. Seuss s birthday Distribute newsletter Submit monthly report to IAITC and FCAE Attend February Coordinator Meeting Implement Food Check-Out Day activities Plan for Ag Day Submit monthly report to IAITC and FCAE Implement Dr. Seuss s birthday activities Implement Ag Day activities Plan for Earth Day Submit monthly report to IAITC and FCAE Implement Earth Day activities May Finalize projects, prepare final reports, submit RFP to IAITC by July 19 Attend May Coordinator Meeting 13