Fiscal - Hawaii Child Nutrition Programs

Fiscal - Hawaii Child Nutrition Programs

Fiscal Year 2017 National School Lunch Program Equipment Assistance Grant Webinar 11/15/17 Al Tachibana, NSLPE Program Specialist Agenda Housekeeping If connected to WebEX, use Chat box to send any questions/comments. If listening by phone, please put phone on MUTE Sign in/Attendance Overview of NSLP Equipment Assistance Grant and Awards Eligibility and Priority Focus Areas Materials included in the Request For Application packet Expectations and Timeline Q and As Part II: In depth look at: Application Form Attachments included with RFA Purpose of NSLPE Grant U.S. Department of Agriculture (USDA) Food and Nutrition Service Equipment Assistance Grants will be competitively awarded to eligible School Food

Authorities (SFAs) participating in the National School Lunch Program (NSLP). These funds which total $86,300, will allow SFAs to be reimbursed for equipment, purchased after receiving an award, that will do one or more of the following: School Eligibility and Priority Must operate NSLP* Priority is given to high need SFAs in underserved areas, have limited access to other funding resources, have aged food service equipment, have 50% or more of students eligible for free or reduced price meals (current Oct. data), and that have not received recent equipment grant awards. Any interested SFA applying for their respective schools must be able to demonstrate the ability to procure and expend grant funds by 10/28/2018. *An SFA cannot receive an award or its award/reimbursement may be temporarily withheld if the SFA is in withholding status Focus Areas for Equipment Serve healthier meals that meet updated meal patterns, with emphasis on more fruits and vegetables in school meals, including items purchased locally; Improve food safety, Improve energy efficiency, and Expand access and participation in the

NSLP or School Breakfast Program (SBP). Requirements for Proposed Equipment Equipment needed can be new, used, or award could be used to repair/renovate present equipment Must have a minimum acquisition cost of $5,000 (with taxes, delivery, and installation costs) or a lesser capitalization threshold documented by the SFA. Equipment and ancillary costs covered with grant dollars must be necessary, reasonable, and allocable to the grant recipients nonprofit food service program. Each unit of equipment proposed must have three separate quotes from three vendors. Obligations of Awardee Must comply with all applicable Federal, state, and local procurement laws and procedures when purchasing equipment with grant dollars. Must provide quarterly updates for our USDA report regarding award equipment procurement, any problems occurring, and impact of any purchased equipment. Must agree to procure awarded equipment before or by a designated completion date. Provide HCNP with documents of procuring and paying for the equipment as required for reimbursement

Materials included in RFA 10/31/17 Attached Announcement Letter Attachment 1: Equipment Award Overview Attachment 2: Assurance of Compliance Attachment 3: Fillable PDF Application Attachment 4: Scoring Tool (used by HCNP) Attachment 5: SFA Checklist Grant Request for Applications (RFA) Announcement 10/31/17 Applications Due: Tuesday, November 28, 2017 by 4:30 p.m. (received by email, postmarked, or walked-in) The Hawaii Child Nutrition Programs (HCNP) has been allocated $90,880.00 to competitively award equipment assistance grants to eligible school food authorities (SFAs) participating in the National School Lunch Program (NSLP). These funds will allow SFAs to purchase equipment to serve healthier meals that meet the updated meal patterns, with emphasis on serving more fruits and vegetables in school meals, including items purchased locally, improving food safety, and expanding access and participation. The SFA that wins an award must then purchase the equipment on its own and submit supporting documents to HCNP to receive the awarded funds to reimburse the SFA. The equipment cannot be purchased prior to your SFA receiving and accepting the award letter. Priority will be given to SFAs with high need schools (i.e., schools in underserved areas, schools with limited access to other resources, and age of food service equipment) where 50 percent or more of the enrolled students are eligible for free or reduced price meals. In addition, SFAs must give priority to schools that did not receive a previous NSLP Equipment Assistance Grant award under the American Recovery and Reinvestment Act of 2009 and the FY 2010, FY 2013, FY 2014, FY 2015, and FY 2016 Agriculture Appropriations Acts. The following factors will be considered for award selection criteria:

Equipment that will support improvement in the following major Focus Areas: o Improve the Quality of school meals o Improve Safety of food served o Improve Energy efficiency of school foodservice operations o Increased Participation of NSLP and/or National Breakfast Program (NBP) Additional factors to be considered, but not limited to, include: o Strategies for adoption of Smarter Lunchrooms (e.g. lunchroom changes that provide more convenience and appeal to the student population, highlighting healthier choices, redesigning menus that target healthier entrees/options) To All SFAs in the NSLP October 31, 2017 Page 2 o o Age of food service equipment to be replaced OR the lack of appropriate equipment Availability of State and local funding for equipment purchases Equipment requests may include new equipment, renovation of equipment, or replacement of equipment. Regulations at 2 CFR Part 200.33 defines equipment as tangible nonexpendable personal property having a useful life of more than one year and a per-unit acquisition cost of $5,000 or more; or a lesser amount if authorized by the SFA. School food authorities submitting applications for their sites must follow all Federal, State, and Local procurement laws when purchasing equipment with NSLP equipment grant funds. Additionally, SFAs must designate on the enclosed Application form (Sec. 5 #F) to complete their procurement and expenditure activities within 9 months of receiving the award.

The following attachments are included in this RFA: Attachment 1: EQUIPMENT AWARD OVERVIEW (EAO) - Vital information for applying for the current NSLPE equipment awards Attachment 2: ASSURANCE OF COMPLIANCE Includes Federal regulations and guidelines to be followed; DUNS number page and Signature page to be sent back to HCNP Attachment 3: FILLABLE PDF APPLICATION FORM Please read and follow instructions on last page Attachment 4: SCORING EVALUATION TOOL Will be used by State Agency (SA) to evaluate all applications Attachment 5: SFA CHECKLIST Guide to make sure you complete and submit everything that is needed Attach 1: Equipment Award Overview Fiscal Year 2017 National School Lunch Programs (NSLP) Equipment Assistance Grants for School Food Authorities (SFAs) (Attach. 1) EQUIPMENT AWARD OVERVIEW (EAO) Hawaii Child Nutrition Programs

The Consolidated Appropriations Act,(FY) 2017 Agriculture Appropriations Act distributed funding allocations to State Agencies (SA) to provide equipment assistance to eligible School Food Authorities (SFA) participating in the National School Lunch Program (NSLP). Hawaii has been allocated $90,880.00 to be awarded through its SA, the Hawaii Child Nutrition Programs (HCNP). Funding Priority: The grant process will be competitive giving priority to high need schools (i.e., schools in underserved areas, schools with limited access to other resources, and age of food service equipment) where 50 percent or more of the enrolled students are eligible for free or reduced price meals. In addition, priority will be given to schools that did not receive a previous NSLP Equipment Assistance Grant award under the American Recovery and Reinvestment Act of 2009 and the FY 2010, FY 2013, FY 2014, FY 2015, and FY 2016 Agriculture Appropriations Acts. Receiving previous NSLP equipment awards will not disqualify you from this grant. Fiscal Requirement: Any interested SFA applying for their respective schools must be able to demonstrate the ability to procure and expend grant funds by 10/28/2018. The number of awards will be based on the number of site-based applications and the total cost of the equipment requested by eligible SFAs that can be accommodated with the allocated grant amount. After the priorities stated in the above Funding Priority have been appropriately considered, the awards will then be determined by the scores derived from the Application form through the Equipment Grant Scoring Tool (Application form and Scoring Tool are included in the Request For Application (RFA) packet). For more information, see Evaluation Process on page 3. The SFA shall provide quotes from 3 vendors for each piece of equipment of the same make, model, and/or specifications. Procurement must comply with Local, State and Federal procurement guidelines, whichever is more restrictive. For more information, see Procurement Standards on pg. 2 of the Assurance of Compliance (Attachment 2) document included in the RFA. Procurement review is now included in all SFA

administrative reviews. NOTE: The requested equipment cannot be purchased until an award is granted by SA and accepted by the SFA. Application Due Date: Completed applications must be postmarked, received by email, or hand delivered no later than close of business, 4:30 p.m. Tuesday, November 28, 2017 to: Attach 1: Overview contd The SFA is responsible to make sure its application is accurate, completed by the designated deadline, and verified by email that the application was received and accepted by HCNP prior to the deadline. PLEASE NOTE: If the initial SFA application is received or postmarked after the deadline, it will not be accepted and will be returned to the SFA. Equipment Definition: Equipment requests may include new equipment, renovation of equipment, or replacement of equipment. Equipment costs may include taxes, shipping, handling, installation, testing, and disposal costs. Regulations at 2 CFR Part 200.33 defines equipment as tangible, nonexpendable personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit, or a lesser amount if authorized by the SFA. All equipment procured with Grant funds must adhere to all Federal procurement regulations at 7 CFR Part 210.21 and 2 CFR Part 200.318-326, equipment must be competitively procured following all Federal, State, and Local procurement laws, and equipment expenses must be necessary, reasonable, and allowable.

Allowable Expenses: o Any costs that are reasonable and required to procure new equipment: May include costs of delivery, installation, testing, and disposition of old equipment. o Reasonable labor costs associated with the renovation and/or installation of equipment is acceptable, but a ceiling to any labor estimates is required. o Equipment may be purchased for a serving line, only if the hot/cold serving line is used to serve reimbursable meals. o POS computer, software, etc. is allowed under this grant to improve or expand participation in a Child Nutrition Program (CNP) such as the National School Lunch Program (NSLP) and/or School Breakfast Program (SBP). Unallowable Expenses: o Kitchen renovations are considered building construction costs which cannot be paid with funds or the nonprofit school food service account. Such costs must be paid from the SFA or school districts General Funds, capital project funds, etc. o Administrative or indirect costs may not be claimed for reimbursement. Attach 1: Overview contd Equipment Grant Requirements: This is a competitive grant; each applying SFA/school will be competing against other SFAs, as well as the schools within the same SFA. It is recommended that the equipment to be purchased fulfills as many of the following Focus Areas and Additional Factors as possible. See the attached Evaluation Scoring Tool for a breakdown of points allotted to each area.

The main Focus Area for equipment is: o Improve the quality of school food service meals. Example: purchasing an equipment alternative to a deep fryer, equipment that allows self-prep instead of vended meals while citing the healthier menus that will be used, etc. This section contains a higher amount of possible points. See Scoring Tool for details about points per area. Additional Focus Areas include: o Improve the safety of food served in the school meals programs. (Example: cold/hot holding equipment, dishwashing equipment, refrigeration, milk coolers, freezers, blast chillers, etc.) o Improve the overall energy efficiency of the school foodservice operation (Example: purchase of an energy efficient walk in freezer to replace an outdated energy demanding freezer.) o Allows SFA to support expanded participation in NSLP and/or the School Breakfast Program (SBP). (Example: equipment for serving meals in a non-traditional setting or to better utilize cafeteria space such as laptops with web based interface for serving meals at kiosk to increase meal participation.) Additional Factors that will be considered include: o Promoting Smarter Lunchrooms (e.g. lunchroom changes that provide more convenience and appeal to the student population, highlighting healthier choices) o Increase purchasing and serving of more local foods; Serving more fruits and vegetables o Age/condition of current food service equipment or lack of appropriate equipment o Availability of existing State and local funding for equipment purchases by the SFA Evaluation Process: The HCNP review committee will score all eligible applications based on the information provided in the submitted application. Applications that can best meet the priorities and criteria covered in this Request for Applications (RFA) will receive higher consideration and/or scores. It is highly recommended to be as detailed as possible in writing your RFA.

Clarity and demonstrated need is very important for each application under consideration. Please see Equipment Grant Scoring Tool for point values for the various criteria. Documentation and Record-keeping: o The SFA must maintain detailed records/documentation of all expenditures and allocations of the awarded funds. Records/documentation includes but not limited to: Attach 1: Overview end purchase orders, contracts, invoices with check numbers verifying payment, cancelled checks, etc. all of which must be available upon request. o NSLP equipment grant funds awarded must be tracked and reported separately and must not be commingled with other program funds. o Equipment records must be maintained that include the description of the equipment, the serial number or other identification number, the source of equipment, the title holder, the acquisition date, the cost of the equipment, the location, use, and condition of the equipment, and any ultimate disposition data including the date of disposal and the sale price of the equipment o The SFA shall retain grant files and supporting documentation for a term of three (3) years plus the current year after the final payment or the schools board policy if it is more restrictive (longer than 3 years). Reporting Requirements: NOTE: Reporting requirements are subject to change. HCNP will keep all grant recipients informed. At a minimum, the SFA (for their selected schools/site) shall maintain/submit the following information on a quarterly basis throughout the grant life:

Progress made in expending funds Types of equipment purchased Accomplishments and challenges in expenditure activities Impact on the school food service operation of purchased equipment Reason(s) for any unliquidated funds Potential return of equipment (if ending participation in CNP meal programs) o The SFA will be responsible to submit quarterly written status reports for each schools equipment purchase, to include the project completion date. A written status report for each school shall be submitted to HCNP quarterly. (Earlier if contract is completed sooner) Quarter 1: April 6, 2018 Quarter 2: July 6, 2018 Quarter 3: September 28, 2018 (Annual Report) Final Report: September 30, 2019 or earlier o The SFA shall submit a final report for each equipment purchased, by school detailing the number of jobs created if any, the impact the equipment had in meeting the grant requirement focus areas that are listed. o The SFA for each school/site shall make arrangements with HCNP to submit original or acceptible documents confirming order with vendor, delivery, and payment in full for the equipment. Guidance and References: Read and follow the guidance memos and references closely to develop an equipment proposal that meets all federal regulations.

o USDA memo: SP 34-2017 Fiscal Year 2017 National School Lunch Program Equipment Assistance Grants Attach 2: ASSURANCE OF COMPLIANCE Grant recipients chosen for an award from this Request for Application (RFA) must comply with the following regulations, principals, and assurances. GOVERNMENT-WIDE REGULATIONS: 2 CFR Part 25: Universal Identifier and System for Award Management 2 CFR Part 170: Reporting Sub-award and Executive Compensation Information 2 CFR Part 175: Award Term for Trafficking in Persons 2 CFR Part 180: OMB Guidelines to Agencies on Government-wide Debarment and Suspension (Non-Procurement) 2 CFR Part 200: Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards 2 CFR Part 400: USDA Implementing regulations Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards 2 CFR Part 415: USDA General Program Administrative Regulations 2 CFR Part 416: USDA General Program Administrative Regulations for Grants and Cooperative Agreements to State and Local Governments 2 CFR Part 417: USDA Nonprocurement Debarment and Suspension 2 CFR Part 418 USDA New Restrictions on Lobbying

2 CFR Part 421: USDA Requirements for Drug-Free Workplace (Financial Assistance) 41 USC Section 22 Interest of Member of Congress Duncan Hunter National Defense Authorization Act of Fiscal Year 2009, Public Law 110-417 Sections 745 and 746 of the Consolidated Appropriation Act, 2017 (Public Law 115-417) The Federal Funding Accountability and Transparency Act (FFATA), dated September 26, 2006 COST PRINCIPLES 2 CFR, Part 200: Subpart E, Cost Principles USDA REGULATIONS 7 CFR Part 15: Nondiscrimination Freedom of Information Act (FOIA). Public access to Federal Financial Assistance records shall not be limited, except when such records must be kept confidential and would have been excepted from disclosure pursuant to the Freedom of Information regulation (5 U.S.C. 552). ASSURANCE OF COMPLIANCE contd ASSURANCE OF CIVIL RIGHTS COMPLIANCE Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d-et seq.), USDA regulations at 7 CFR Part 15, Nondiscrimination, and Department of Justice regulations at 28 CFR Part 42, Nondiscrimination; Equal Employment Opportunity: Policies And Procedures Title IX of the Education Amendments of 1972 (20 U.S.C. 1681 et seq.) and USDA regulations at 7 CFR Part 15a, Education Programs or Activities Receiving or Benefiting from Federal Financial Assistance

Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 1681 et seq.) and USDA regulations at 7 CFR Part 15a, Education Programs or Activities Receiving or Benefiting from Federal Financial Assistance, and Department of Justice regulations at 28 CFR Part 41, Implementation of Executive Order 12250, Nondiscrimination on the Basis of Handicap In Federally Assisted Programs Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq.) The Grantee assures that it will immediately take any measures necessary to effectuate the requirements in these laws, regulations, and directives. The Grantee gives this assurance in consideration of and for the purpose of obtaining the funds provided under this agreement. The Americans with Disabilities Act of 1990 (ADA) prohibits discrimination on the basis of disability in employment (Title I), state & local government services (Title II), places of public accommodation and commercial facilities (Title III). (42 U.S.C. 12101-12213) PROCUREMENT STANDARDS The recipient will adhere to all procurement standards, included those listed below, if applicable, as found in 2 CFR 200.318 through 2 CFR 200.326. When procuring property and services under a Federal award, a State must follow the same policies and procedures used for procurements from its non-Federal funds. States recipients will comply with 2 CFR 200.322. General procurement standards: The SFA must use its own documented procurement procedures, which reflect applicable State and local laws and regulations provided that procurements conform to applicable Federal law and the standards identified in this section. The Recipient must maintain oversight over contractors to ensure performance in accordance with the terms, conditions, and specifications of their contracts or purchase orders, including written performance standards of its employees engaged in the selection, award, and administration of contracts. The SFA must award contracts only to responsible contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement. In accordance with 2 CFR

200.318(j), the SFA may only use time and material type contracts after a determination that no other contract is suitable and if the contract includes a ceiling that the contractor exceeds at its own risk. Competition: All procurement transactions must be conducted in a manner providing full and open competition consistent with 2 CFR 200.31 ASSURANCE OF COMPLIANCE contd Suspension/Debarment: The Recipient agrees to ensure that all sub-recipients are neither excluded nor disqualified under the Suspension and Debarment rules found at 2 CFR Parts 180 and 417 by doing any one of the following: a. Checking the System for Awards Management (SAM) to determine if the applicant or grantee has been debarred or suspended. This information can be found at http://www.sam.gov. b. Collecting a certification that the SFA is neither excluded nor disqualified. Because a Federal certification form is no longer available, the Grantee or subGrantee electing this must devise its own. c. Including a clause to this effect in the sub-recipient agreement and in any procurement contract expected to equal or exceed $25,000, awarded by the Recipient or a sub-recipient within any agreements. The following nondiscrimination statement shall be included, in full, on all materials that are produced by the grant recipient for public information, public education, or public distribution. NONDISCRIMINATION STATEMENT In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (1) ( email: [email protected] This institution is an equal opportunity provider Assurance of Compliance Contd DUNS Number and Authorized Signature Required DUNS NUMBER REQUIRED: 1. DUNS number required The Federal government requires organizations to provide a DUNS (Data Universal Numbering System) number as part of their grant applications and proposals. If the SFA does not have a DUNS, it must apply for one. The following information may be helpful: Request a DUNS Number

(http://www.grants.gov/applicants/request_duns_number.jsp) Name of SFA: SFA Agreement Number: I certify that all of the information provided in this application is true and correct and that all local, state and federal regulations regarding procurement and expenditures will be followed. DUNS Number Requirement (http://www.nea.gov/grants/apply/duns.html) I certify that I have the signing authority for my SFA. D&B DUNS Number for US Government Contractors and Grantees (http://fedgov.dnb.com/webform) I certify that these purchases are subject to audit and review by USDA and HCNP. Please note: Due to the requirements of the Federal Funding Accountability and Transparency Act, the volume of organizations requesting DUNS numbers has multiplied exponentially. Do not delay in working to obtain a DUNS. There is no charge for obtaining a DUNS. 2. CFDA Code 10.579 NSLP Equipment Grants are administered by USDA-Food and Nutrition Services and pass-through entity, HCNP. The CFDA number 10.579 should be used to ensure proper identification, tracking and monitoring of these federal monies. I certify that all NSLP Equipment Grant funds will be tracked separately from other School Nutrition Program funds.

I certify that any funds received under this grant will be expended within one year of receiving any award and any excess funds not expended will be returned to HCNP. Print Name: Signature: DUNS NUMBER: Title: Name of SFA: Date: Attach. 3: Fillable Application Pg 1 Attach. 3: Fillable Application Pg 2 Attach. 3: Fillable Application Pg 3 Attach. 3: Fillable Application Pg 4 Instructions Attach 4: EVALUATION SCORING TOOL Pg1 (Attach.4) EVALUATION SCORING TOOL HAS NOT RECD PREVIOUS NSLPE FUNDS c

SFA__________________________________________________ SITE SCORING (one score sheet per site) SITE NAME or ADDRESS_________________________________ CRITERIA POINTS POSSIBLE Percentage of students eligible for freePOINTS and reduced-priced meals: TOTAL POSSIBLE: 45 POINTS (See Page 1 of the Grant Application) 50 100% 15 points possible 11 to 15 26 49% 6 to 10 0 25% 0 to 5

Description of site need: (See Page 3 of the Grant Application) Strong case Average case Weak case 15 points possible 11 to 15 6 to 10 0 to 5 Number or percentage of students impacted at site level: (See Page 1 of the Grant Application ) 15 points possible At least 300 students for sites that anticipate having at least 50% F/RP eligible students benefit from the equipment. 11 to 15 At least 200 students for sites that anticipate having at least 50% F/RP eligible students benefit from the equipment. 6 to 10

Less than 100 students for sites that anticipate having at least 50% F/RP eligible students benefit from the equipment. 0 to 5 TOTAL SCORE FOR SITE (MAX. 45 POINTS) POINTS AWARDED Attach 4: EVALUATION SCORING TOOL Pg2 TOTAL POINTS POSSIBLE: 55 POINTS EQUIPMENT SCORING* (section 4 of the grant application) Contributes to Equipment Improved Meal Quality* 11 points Contributes to Energy Contributes to Food

Safety 8 points Efficiency 8 points Serving more Promotes Smarter Expands and/or LOCAL FOODS; Lunch-room Increases and/or more Strategies (Sec. 5G) Participation FRESH FRUITS/VEGETABL 6 points 8 points ES Age/Condition of Equipment (Sec. 5-D) State/local equipment funding Not Available 6 points Total Score

8 points 1. 2. 3. * Improved Meal Quality can score up to 11 points (Points for more Local Foods/Fresh Fruits &Vegetables should be scored in its own column only) Equipment Page 1 Score Page 2 Score TOTAL SCORE Max. 45 points Max. 55 points Max. 100 points 1. 2. 3. Page 1 FOR HCNP USE ONLY

SCHOOL FOOD AUTHORITY NAME: SITE NAME: REVIEWED BY: DATE: Page 2 Attach. 5 NSLPE APPLICATION CHECKLIST FOR SFA Mahalo ! Contact Information: Al Tachibana NSLPE and FFVP 650 Iwilei Road, Suite 270 Honolulu, HI 96817 [email protected] Office: 808-587-3600

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