| Specialty Crop Grant Program Guidelines |
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| Schedule |
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June 1, 2009
| Request for concept papers published
| June 29, 2009 before 5:00pm
| Concept papers due to ODA
| July 10, 2009
| Invitation to submit grant applications
| August 10, 2009 before 5:00pm
| Full grant applications due to ODA | August 24, 2009
| ODA state application due to USDA | October/November 2009
| Award announcements
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| Grant eligibility |
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The ODA will accept 1-2 page concept papers from eligible non-profit organizations, local, government entities, for-profit organizations, industry trade associations, producer groups, and commodity commissions for meaningful projects that aim to enhance the production and competitiveness of Oregon’s specialty crop industries.
Grant funds are for projects that enhance the competitiveness and production of specialty crops in Oregon. The ODA is looking for projects that benefit the greatest number of beneficiaries and to see projects that address challenges currently faced by Oregon's specialty crop producers.
For the purposes of this program, specialty crops are defined as commonly recognized fruits, vegetables, tree nuts, dried fruits, and nursery crops (including floriculture and horticulture). Feed crops, food grains, livestock, dairy products, seafood products and oil seed crops are not eligible. See a complete list of eligible crops under the grant program at the USDA specialty crop block grant website at: http://www.ams.usda.gov/scbgp.
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| Projects |
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Project concept papers may be submitted for a minimum of $25,000 and a maximum of $100,000 and for a project timeline of up to 2 years. Applicants are highly encouraged to provide evidence of matching funds, either in-kind or cash. A 1:1 cash match is preferable to in-kind, but all types of matching funds will be considered. Projects will be eligible to receive grant funds on a quarterly reimbursement schedule. No advance payments will be made.
Projects should seek to address the following priority areas for the 2009 funding cycle as determined by the specialty crop industry advisory board. Projects that address these challenges will be given preference and the funding priority should be identified in the concept paper. They are in no order of preference.
- Market development and access
- Product and varietal development
- Value-added initiatives
- Innovation and productivity
- Consumer education
- Food safety and traceability
- Certification and producer outreach
Exclusions:
Administration costs, defined as expenses incurred in controlling or directing an organization, but not directly identifiable with financing, marketing or production operations, cannot be paid for with these grant funds.
Grant funds will not be awarded for projects that directly benefit or provide profit only to a single organization, institution or individual. Funds may not be used to purchase fixed assets or personal property. In addition, expenditures incurred prior to grant award may not be included in the grant request or eligible for reimbursement. All travel related meals & incidentals will be reimbursed at the Federal per diem rate and not based on actual expenditures.
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| Application and Submission Guidelines |
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Briefly describe the project in a 1-2 page concept paper. A template is provided for your assistance, but you are not required to use it for your submission. The concept paper must address the following areas of the project:
- Problem statement
- Goals and objectives
- Project description
- Measurable outcomes
Additionally, you must attach a budget that includes all funding categories and outlines matching dollars or in-kind contributions.Budget tables should address all federal cost categories, and outline matching dollars as well. For example:
Cost Category
| Grant Request
| Cash Match
| In-kind Match
| Total Project Cost | Personnel
(salary and benefits)
| $ | $
| $ | $ | | Contractual | $ | $ | $ | $ | | Supplies (printing of brochures, etc) | $ | $ | $ | $ | | Travel | $ | $ | $ | $ | | Other | $ | $ | $ | $ | | TOTAL: | $ | $ | $ | $ |
Applicants may submit multiple Concept Papers, but each proposal must be submitted separately. Concept papers that are longer than three pages and are not responsive to the requirements listed above may be rejected. Following ranking by the industry advisory board, all applicants will be informed whether or not they have been invited to submit a full proposal.
NOTE: If you are submitting an application for a project that has multiple partner organizations or is a multi-state project, please attach a letter from the cooperating organizations indicating their participation and support of your proposal.
Your application must include the following:
Applications must be submitted electronically in Microsoft Word format to agmarket@oda.state.or.us and must be received by June 29, 2009 at 5:00 pm Pacific Daylight Time to be considered for funding.
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| Program policies |
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Grant awardees and project activities funded under this program must comply with the following requirements: - Any information obtained, data derived and reports resulting from a project funded by this grant must be made available to the public.
- No administration costs may be allotted in project budget.
- Travel and other expenses must follow federal and state guidelines for use of federal funds, as defined by OMB Circular A-87, or other relevant policies.
- Grant funds may not be used to fund political activities in accordance with provisions of the Hatch Act (5 U.S.C. 1501-1508 and 7324-7326).
- Projects are for up to two years in duration. The ODA must be notified at least 60 days prior to the ending date of the project if for any reason the project cannot be completed within the timeframe established in the grant.
- If the project is not completed within the grant period, the applicant must pay back any unused funds.
- The applicant must provide progress reports, with expenditures to date, every six months.
ODA reserves the right to: - Reject any or all proposals received;
- Waive or modify minor irregularities in proposals received after prior notification and agreement of applicant;
- Provide partial funding for specific proposal components that may be less than the full amount requested in the grant application;
- Require a good faith effort from the project sponsor to work with ODA subsequent to project completion to develop reporting data or implement the project results, where applicable;
- Withhold any payments that do not meet grant conditions.
- Require return or refund of grant monies used for expenditures that are not allowed or unauthorized.
Grantees agree to comply with all applicable federal, state, and local laws, codes, regulations, rules, and orders. The grant will be governed by and construed in accordance with the laws of the State of Oregon. Information submitted in grant proposals is subject to Oregon Public Records law, except where exemptions specified in ORS 192.501 may apply (trade secrets, etc.). Applicants should identify in their proposals any sections where exemptions may apply. Grantees will be accountable for all grant funds awarded. Grantees shall maintain books, records, receipts, and accounting procedures and practices sufficient to reflect all costs claimed to have been incurred for the performance of the grant agreement. Interim and final reports shall document all grant expenditures. Grantees will make receipts, books, and records available for audit or examination by the Department of Agriculture or Secretary of State if requested. Records will be maintained for three years from end date of the project.
Grantees must obtain prior approval from ODA if there is: 1) any major revision of the project scope or objectives after a project is funded; 2) need to extend the project period; or, 3) changes in key persons associated with the project.
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| Grant proposal review and selection |
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The 2009 specialty crop industry advisory board members will review and rank all eligible concept papers submitted based on the overall strength of the project and the preference criteria below. The highest ranked concept papers will be invited to submit a full application by July 10, 2009. All applicants will be notified whether or not they have been invited to submit a full application.
Concept paper review criteria:
| Criteria | Points Available
| Funding Priorities.
Does the project fit into one of the funding priorities as described in the request for proposals? Does the concept paper outline how it fits within those priorities?
| 20 | Overall Quality of Proposal.
Does the project have clear and identifiable goals and describe how it plans to meet those objectives? Applicants should also clearly describe how the project will benefit the industry as a whole rather than just one individual, company, or organization. Is it likely that the project can be completed within the budget and timeline as submitted? | 10 | Multi-state projects.
Projects that work regionally for the promotion of specialty crop producers as a whole are given preference.
| 10 | Collaboration between commodities and sectors.
Multiple specialty crop products or sectors that can benefit from efficiencies of scale in completing projects together are given preference.
| 10 | Active participation from industry.
Does the project directly benefit producers of specialty crops and are they actively involved in the project, incorporating it into current or future production plans? The ODA is looking for projects that have active participation from industry. | 10
| Active management.
Is the project managed by a specialty crop producer or industry group that takes an active role in the activities outlined in the project work plan? Active management by Oregon specialty crop industry representatives and producers is preferred over hired consultants that serve on a one-time fee-for-service basis. | 10 | Project is new and/or innovative.
Have the project been done before? Does the project seek to solve a problem in a new and/or innovative way? | 10 | Matching funds.
Budget should give evidence of cash or in-kind funds and documentation shoudl be provided for all matching funds. Cash matches are preferred over in-kind but neither are required for application. | 10 | Benefits or represents underserved populations.
Does the project help or benefit socially disadvantaged or beginning agricultural groups? Does the project seek to provide opportunities for cooperation between those groups? | 10 | | TOTAL: | ____/100 |
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| Questions and assistance |
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Email the cover page, 1-2 page concept paper and a budget that includes all funding categories as required in the request for proposals to agmarket@oda.state.or.us.
If you have any questions, please contact Lindsay Benson at the Agricultural Development and Marketing Division:
1207 NW Naito Parkway, Suite 104
Portland, OR 97209
lbenson@oda.state.or.us
(503) 872-6600.
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