Request for Proposals.doc

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Request for Proposals.doc

  1. 1. REQUEST FOR PROPOSALS Fiscal Year 2007-2008 Subcontract Program (October 1, 2007 – September 30, 2008) NOTE: INSTRUCTIONS FOR FILLING OUT THE APPLICATION BEGIN IN THIS DOCUMENT ON PAGE 20. This document is based on the Food Stamp Nutrition Education Plan Guidance and applicants are encouraged to review it at http://www.nal.usda.gov/foodstamp/guidance08/Final_2008_Guidance.pdf This program is partially funded by the State of Minnesota and with Federal funds from USDA’s Food Stamp Program. University of Minnesota Extension programs and materials are open to all without regard to race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, marital status, or family status. UM is an affirmative-action, equal-opportunity employer.
  2. 2. Minnesota Food and Nutrition Network, University of Minnesota Extension Contents Application Section Page(s) Abstract 3 Timeline 4 Introduction & Requirements 5 Allowable/Unallowable Expenditures List (Applies to both Cost Share and 15 Federal reimbursement) Application Instructions 20 Strategies 25 Definitions 28 Management or Direct Guide 32 Staffing Forms Instruction 33 Volunteers as Match (Only Public Organizations) 34 Qualified Census Tracts 36 To complete this Request for Proposals from the Minnesota Food and Nutrition Network, you will need the following documents • RFP Cover and Checklist (MS Word)* • Letter of Qualification 08 (MS Word)* • RFP 08 (MS Word) • Application 08 (MS Word)* • Budget Worksheets 08 (MS Excel)* * Documents need to be completed to apply. Visit http://www.extension.umn.edu/Nutrition/MFNN.html to download the above documents. Applications are due by 5:00 p.m. on Friday, May 4 2007. Please mail hard copy of applications to: If you need technical assistance, contact: Minnesota Food and Nutrition Network Kim Sullivan Kim Sullivan, Program Coordinator Phone: 612-624-6825 University of Minnesota Extension Email: sulli159@umn.edu 441 Coffey Hall 1420 Eckles Ave. St. Paul MN 55108 Please send electronic copy of applications to: Email: sulli159@umn.edu MFNN RFP 2007-2008 page 2
  3. 3. Minnesota Food and Nutrition Network, University of Minnesota Extension Abstract The Minnesota Food and Nutrition Network (MFNN) at the University of Minnesota Extension (UM) supplements the county-based Nutrition Education Program (NEP) as part of Minnesota’s Food Stamp Nutrition Education (FSNE) Program. MFNN fosters collaboration to build on and strengthen alliances focused on nutrition and physical activity. MFNN promotes consistent, research-based nutrition messages through a coordinated network to help Minnesotans who are eligible for the Minnesota Food Support Program enjoy healthful lifestyles. MFNN is building the capacity of Minnesota’s FSNE Program by maximizing the resources available for nutrition and physical activity initiatives targeting FSP eligibles. You are invited to apply to the Minnesota Food and Nutrition Network Subcontract Program for the 2007-2008 Fiscal Year (October 1, 2007 – September 30, 2008). Federal funds leveraged as a result of this program are dispersed through a reimbursement process upon entering into a subcontract with the University of Minnesota (UM) via MFNN. Eligibility Non-federal public agencies and nonprofit organizations are eligible to apply for MFNN Subcontracts. A non-federal public agency is a state or local government agency or entity, including state universities and colleges, public school districts, and some hospitals. Projects must: • Conduct educational interventions targeting persons eligible for the Food Stamp Program (FSP). • Use local (non-federal) funds for all or a portion of the project (Cost Share). Tribal organizations may be able to use some federal funds, depending on the fund. • Be consistent with the current Dietary Guidelines for Americans and USDA Food Guidance System. • Focus on the FSNE desired behavioral outcomes:  Eat fruits and vegetables, whole grains, and nonfat or low-fat milk or milk products every day  Be physically active every day as part of a healthy lifestyle  Balance caloric intake from foods and beverages with calories expended MFNN RFP 2007-2008 page 3
  4. 4. Minnesota Food and Nutrition Network, University of Minnesota Extension Timeline Contact MFNN office for Q & A and technical assistance Anytime Applications due to MFNN office by 5:00 p.m. May 4, 2007 Preliminary notification of project inclusion in Minnesota State FSNE Plan May - July 2007 MFNN prepares 2007-2008 Food Stamp Nutrition Education Plan and May/June 2007 budget proposal for USDA’s Food Stamp Program (FSP) USDA-FSP reviews and approves MFNN’s 2007-2008 Food Stamp September 2007 Nutrition Education Plan and budget proposal Target for final notification of project acceptance Late September 2007 Subcontract Recipient Training: Mandatory for all accepted applications September 2007 (date TBA) Target date Subcontract begins October 1, 2007 → Reimbursement can begin immediately upon full execution of subcontract with University of Minnesota. → Due to delays in subcontract negotiations, project work may begin only after all contracts have been approved by the University of Minnesota. First quarter financial reports due (Oct – Dec 2007) January 15, 2008 Second quarter financial reports due (Jan – March 2008) April 16, 2008 Third quarter financial reports due (April – June 2008) July 16, 2008 Subcontract ends September 30, 2008 Group Meeting & Presentation: All Subcontract Recipients are required October 2008 (date and to provide a 15 - 20 minute presentation on their project as a means of location TBA) sharing and strengthening FSNE effort. Fourth/final quarter financial reports due (July – September 2008) October 15, 2008 Final progress report due (Year-end program report) October 30, 2008 MFNN RFP 2007-2008 page 4
  5. 5. Minnesota Food and Nutrition Network, University of Minnesota Extension Introduction & Requirements This document is based on the Food Stamp Nutrition Education Plan Guidance and applicants are encouraged to review it at http://www.nal.usda.gov/foodstamp/guidance08/Final_2008_Guidance.pdf What is the Minnesota Food and Nutrition Network? The Minnesota Food and Nutrition Network (MFNN) at the University of Minnesota Extension (UM) supplements the county-based Nutrition Education Program (NEP) as part of Minnesota’s Food Stamp Nutrition Education (FSNE) Program. MFNN fosters coalitions to build on and strengthen alliances focused on nutrition and physical activity. MFNN facilitates the development of effective, high quality nutrition and physical activity initiatives that target persons eligible for the Food Stamp Program (FSP). (See pages 6 - 8, Target Audience) MFNN is one of more than fifteen State Nutrition Networks nationally. The ultimate goal of MFNN is to build collaboration around activities that increase the likelihood that persons eligible for the FSP will make healthy food choices within a limited budget and choose active lifestyles consistent with the current Dietary Guidelines for Americans and the USDA Food Guidance System. The goal of this Food Stamp Nutrition Education (FSNE) is to improve the likelihood that persons eligible for the food stamp program (FSP) will make healthy food choices within a limited budget and choose physically active lifestyles consistent with the current Dietary Guidelines for Americans and MyPyramid. The focus of FSNE is: • Health promotion to help FSP eligibles establish healthy eating habits and a physically active lifestyle. • Primary prevention of diseases to help FSP eligibles that have risk factors for diet-related chronic disease prevent or postpone the onset of disease by establishing more physically active lifestyles and healthier eating habits. The Dietary Guidelines for Americans are the foundation of nutrition education in all FNS nutrition assistance programs. Therefore, messages delivered through FSNE must be consistent with the Dietary Guidelines for Americans (USDA, 2005) and the associated Food Guidance System, MyPyramid (USDA, 2005). Please refer to the USDA Center for Nutrition Policy and Promotion Web site http://www.cnpp.usda.gov for complete information on the Dietary Guidelines for Americans and MyPyramid. To magnify the impact of FSNE, FNS encourages States to focus their FSNE efforts on the following behavioral outcomes: • Eat fruits and vegetables, whole grains, and fat-free or low-fat milk products every day. • Be physically active every day as part of a healthy lifestyle. • Balance caloric intake from food and beverages with calories expended. Other behavioral outcomes are allowed as long as they are consistent with the Dietary Guidelines for Americans and MyPyramid. MFNN RFP 2007-2008 page 5
  6. 6. Minnesota Food and Nutrition Network, University of Minnesota Extension Target Audience The Food Stamp Act, as amended, indicates that nutrition education activities should be directed to persons eligible for the Food Stamp Program (FSP). FSP eligibles are persons that meet criteria for participation in the FSP as described in Federal legislation and regulations. Henceforth, use of the term “target audience” in this document will refer to FSP eligibles according to this definition. FNS has categorized potential recipients of State FSNE activities. The three categories of FSNE recipients are: • Category 1: Certified Eligibles; • Category 2: Likely Eligibles; and • Category 3: Potentially Eligible by Site/Location Categories are prioritized according to the likelihood that FSNE recipients will be FSP eligibles, the FSNE target audience. Categories 1 and 2 offer the greatest opportunity to reach FSP eligibles. Consequently, efforts serving Categories 1 and 2 are preferred. States should deliver FSNE in a way that maximizes the number of FSP eligibles reached and the potential for behavior change among food stamp eligibles. CATEGORY 1 Audience Likelihood of Reaching Examples Waiver Needed Food Stamp Eligibles Certified Eligibles FSNE activities • Persons referred by No Includes persons delivered to this the local FSP office. currently participating in audience clearly benefit • Persons reached or applying for the FSP FSP eligibles. through direct and/or persons residing marketing to FSP in a FSP household. participants. This is t he known FSP • Persons participating target audience. in the Food Distribution Program on Indian Reservations (FDPIR; see USDA FSNE Guidance, Appendix C, Section A.3). • Ineligible parents who receive FSP benefits on behalf of their child. • FSP participants in a FSP Job Readiness Training Program. MFNN RFP 2007-2008 page 6
  7. 7. Minnesota Food and Nutrition Network, University of Minnesota Extension CATEGORY 2 Audience Likelihood of Reaching Examples Waiver Needed Food Stamp Eligibles Likely Eligibles as FSNE activities • Income eligible No Established by Proxy delivered to this persons (130% of Criteria audience are very likely poverty guidelines) One of the following to benefit FSP eligibles. referred by WIC, proxy criteria must be For the income based Medicaid, or Child met: proxy, partnerships are Nutrition Programs. A. By Income: persons needed with other not falling into category programs that have • Persons receiving 1 above that have formal means-tested Supplemental Security gross incomes at or certification processes Income (SSI) or below 130% of poverty or similar income Temporary Assistance guidelines. This participation criteria. for Needy Families criterion does not These partnerships will (TANF; see USDA include persons involve the FSNE Guidance, typically ineligible for implementation of a Appendix C, Section the FSP (e.g., referral procedure that A.3 for more details on incarcerated persons, is based on income categorical eligibility). boarders, or eligibility criteria. college/university • Persons participating students see Appendix in TANF Job Readiness C). Training Programs. B. By Location. • Persons in a TANF No Persons receiving office waiting area FSNE at: or conference Room • FSP/TANF offices • public housing (See • Persons at a public Appendix D: housing apartment Definitions) community room or • food banks, food lobby. pantries, and soup kitchens in conjunction • Persons visiting a with the distribution of food pantry to foods to needy persons obtain food. at these sites (see Appendix D: • Persons receiving a Definitions). Note: food meal at a soup distribution is not a kitchen. reimbursable FSNE expense (see Appendix C). MFNN RFP 2007-2008 page 7
  8. 8. Minnesota Food and Nutrition Network, University of Minnesota Extension CATEGORY 3 Audience Likelihood of Reaching Examples Waiver Needed Food Stamp Eligibles Potentially Eligible by FSNE activities • Persons residing in or Yes Site/Location delivered to this schools located in audience provide a fair census tract areas A. Venues serving low- likelihood of benefiting where at least 50% of income populations FSP eligibles by persons have gross based on income. providing services in incomes that are equal Persons at venues sites/locations primarily to or less than 185% of when it can be frequented by a low- the poverty threshold. documented that the income audience. This location/venue serves audience may be • Children in schools generally low-income served when it is not where at least 50% of persons where at least possible or practical to children receive free 50% of persons have separate out Program and reduced priced gross incomes at or eligibles and/or identify meals. below 185% of poverty Program eligibility (e.g., guidelines/thresholds. social marketing • Persons participating campaigns). SNE in the WIC program. delivered to this audience should still be • Persons shopping in B. Based on FSP designed to meet the grocery stores located redemptions. Persons needs of FSP eligibles. in census tracts where at stores with average at least 50% of persons monthly FSP have gross incomes redemptions of that are equal to or less $50,000. Stores with than 185% of the lower redemptions that poverty threshold. do not meet the $50,000 threshold but • Persons shopping in do meet the 50 percent grocery stores when of 185 percent low the store has been income criterion may documented to redeem continue to be used as average monthly FSP FSNE sites with an benefits of $50,000 or approved waiver. more. MFNN RFP 2007-2008 page 8
  9. 9. Minnesota Food and Nutrition Network, University of Minnesota Extension Funding Opportunity: Minnesota Food and Nutrition Network Subcontracts The MFNN Subcontract Program is aimed at growing the capacity of Minnesota’s FSNE Program by maximizing the resources available for nutrition and physical activity initiatives targeting FSP eligibles. Funding for the Subcontract Program is provided by the United States Department of Agriculture’s (USDA) Food Stamp Program (FSP). Non-Federal public agencies and non-profit organizations must match reimbursable Federal Funds with 150% local cost share. An eligible Cost Share budget is defined as: 1) Cash that does not originate from the federal government and is in an account of the applying agency which will be spent on allowable FSNE activities during the specified grant period (can come from donations, non-federal grants, Tribal Organizations can use some federal funds, etc.), 2) Salary and fringe benefits that are paid during the specified grant period with non-federal dollars (or allowable federal dollars for Tribal Organizations) by the applying agency for employed staff working on FSNE, and 3) Various other sources of support (materials, space, etc.) that are spent for nutrition education and physical activity promotion activities. All cash and salary/fringe benefits put forth by the applying agency are referred to as Cost Share. Federal Funds leveraged as a result of the Cost Share spending are dispersed through a reimbursement process upon entering into a subcontract with the University of Minnesota (UM) via MFNN. What is Cost Share? Your Cost Share money is the value of staff time, equipment, materials, space, and other expenditures that are spent by your organization for nutrition education activities. Cost Share can only come from local/state sources (not federal) and/or private donations meeting United States Department of Agriculture criteria: 1. No endorsements of donors or products will be given in connection with the nutrition education activities 2. No funds will revert back to donor or benefit the donor 3. Funds are donated without restriction on use for a specific person, institution or facility Funds are to be under the State’s administrative control Tribal organizations may be able to use some federal funds, depending on the fund. Cost Share Sources The following examples of sources of Cost Share, while not comprehensive, represent funds and sources utilized by current and previous Local Incentive Award Partners. a. County General Funds (e.g., funds for Nutrition, Nursing, or Child Health Programs) b. State Funds (e.g.…Department of Community Health, Department of Education, funds not used for any other program) c. City Funds (e.g., City Parks and Recreation Funds, funds for Senior Centers) d. School District Funds (e.g., teachers’ salaries/fringe benefits for nutrition education) e. Private cash donations MFNN RFP 2007-2008 page 9
  10. 10. Minnesota Food and Nutrition Network, University of Minnesota Extension Additional Cost Share Sources for Tribal Governments • Tribal funds • Casino revenue • Certain Federal legislation supporting funding to Indian Tribal Organizations contains “other Federal laws notwithstanding” language allowing tribal governing bodies to use Federal funds as State Match (Cost Share) to receive other Federal funds. The grants listed below are eligible for use as the matching share of another Federal funded grant. Specifically, these grants may be used as Cost Share for the Food Stamp Nutrition Education program. These grants are funded under Public Law 93-638, the Indian Self-Determination and Educational Assistance Act. The grants allow activities that would normally be allowable under the Food Stamp Nutrition Education program. This list is not intended to be all-inclusive. There may be additional grants available to Indian Tribal Organizations that are allowable as Cost Share. 15.050 – Aid to Indian Tribal Governments 15.022 – Tribal Self-Governance 15.024 – Indian Self-Determination Contract Support (indirect cost support) 15.025 – Services to Indian Children, Elderly, and Families 15.026 – Indian Adult Education 15.042 – Indian School Equalization Program (primary and secondary education) 15.046 – Administrative Cost Grants for Indian Schools What is Reimbursed? Your approved additional expenses will be reimbursed through the Subcontract Program to increase or enhance your nutrition education efforts. Eligibility Any organization or program that receives state, county or local public funding (local health departments, school districts, Indian tribal organizations, local governments and other programs funded through Minnesota tax revenue) or any nonprofit organization using unrestricted donations are eligible to apply for MFNN Subcontracts if they are currently providing or planning to provide nutrition education and promote physical activity to food stamp eligible people in Minnesota. MFNN RFP 2007-2008 page 10
  11. 11. Minnesota Food and Nutrition Network, University of Minnesota Extension Projects must: • Conduct educational interventions targeting persons eligible for the Food Stamp Program (FSP). • Use local (non-federal) funds for all or a portion of the project (Cost Share). Tribal organizations may be able to use some federal funds, depending on the fund. • Support the FSNE Guiding Principles, state FSNE goals, and goals of Minnesota Food and Nutrition Network (see cover letter). • Be consistent with the current Dietary Guidelines for Americans and USDA Food Guidance System. • Focus on the FSNE desired behavioral outcomes:  Eat fruits and vegetables, whole grains, and nonfat or low-fat milk or milk products every day  Be physically active every day as part of a healthy lifestyle  Balance caloric intake from foods and beverages with calories expended Acceptance Your project will be reviewed against the program requirements. A maximum of $150,000 is proposed for approved subcontracts. All funds may not be awarded, and we expect that more than one contract will be awarded. In 2007, 4 contracts were awarded for a total of $120,000. The Minnesota Food and Nutrition Network, as part of the Minnesota Implementing Agency, will present the State FSNE Plan to the Minnesota State Food Stamp Agency (Minnesota Department of Human Services (MDHS). MDHS will make the final determination on what is included in the Minnesota State FSNE Plan. MDHS will submit the Minnesota State FSNE Plan to the USDA Food Stamp Program. The USDA Food Stamp Program has final approval for the Minnesota State FSNE Plan. Reporting Requirements Quarterly • Reporting of Cost Share spending • Submission of invoices to receive Federal Funds • Reporting on individuals served • Time sheets for employees • Progress report Bi-Annually • One final report (year-end program report) of the project within 30 days after the end of the Subcontract period (due October 30, 2008). Time Records Quarterly time and effort reporting is required by FNS for staff paid through the nutrition education funds and those contributing to this work through cost share. Time and effort reporting is likewise required for volunteers. Additionally, records must be maintained for third party contracts of less than 100 percent time. Time records are used to calculate the charges for time spent on allowable activities. The administrative office which converts hours worked into dollars charged must also maintain accounting records that substantiate the charges incurred. Costs charged based on time and effort reporting MFNN RFP 2007-2008 page 11
  12. 12. Minnesota Food and Nutrition Network, University of Minnesota Extension would include salaries and fringe benefits for staff employed. These costs must relate to the total accounting documentation maintained by the organization that is asserting the claim. Staff Devoting 100 Percent of Time to FSNE • A quarterly time and effort certification by a supervisor is required. Staff Devoting Less Than 100 Percent of Time to FSNE • Time records are required for all nutrition education staff devoting less than 100 percent of their time to FSNE • Time worked on FSNE must be reported in hours, and not percentage of time to the project. • A sample form for keeping time and effort documentation is attached. Only time spent on FSNE needs to be entered on the form. • The time and effort forms must be available for review/audit for a period of five years. • Time records should be maintained by the project for possible audit. MFNN RFP 2007-2008 page 12
  13. 13. Minnesota Food and Nutrition Network, University of Minnesota Extension SAMPLE: Time and Effort Documentation for hours worked specifically on Food Stamp Nutrition Education Name________________________ Location________________ Title/Position_______________ Month: Month: Month: Day Hours Day Hours Day Hours Worked Worked Worked 1 1 1 2 2 2 3 3 3 4 4 4 5 5 5 6 6 6 7 7 7 8 8 8 9 9 9 10 10 10 11 11 11 12 12 12 13 13 13 14 14 14 15 15 15 16 16 16 17 17 17 18 18 18 19 19 19 20 20 20 21 21 21 22 22 22 23 23 23 24 24 24 25 25 25 26 26 26 27 27 27 28 28 28 29 29 29 30 30 30 31 31 31 Month’s Total: Month’s Total: Month’s Total: Employee signature and date: ______________________________ Quarter Total: Supervisor signature and date: ______________________________ MFNN RFP 2007-2008 page 13
  14. 14. Minnesota Food and Nutrition Network, University of Minnesota Extension Reimbursement An agency is reimbursed for allowable administrative program costs that are reasonable and necessary to operate approved nutrition education activities. Because State costs, by law, are reimbursed, FSNE is not a “grant” program, which provides a set level of funding for specific activities for a specific period of time, nor is it technically a match program. Nevertheless, the term “grantee” is used in the guidance to denote the State agency, and the term “sub grantee” is used to denote those entities that are under agreement with the State agency to provide services. Despite the use of this nomenclature, it is important to understand that the food stamp program operates as a reimbursable agreement. It is also important to recognize that there are multiple layers of approvals and contracts that make up this program. The USDA FNS approves the State FSNE Plan submitted by the Minnesota Department of Human Services, DHS and the University of Minnesota complete a contract for execution of the State FSNE Plan, and then UM executes subcontracts with Subcontract recipients. There can be issues at any level of the process which can slow the reimbursement process. The most important point is, once the USDA FNS approves the State FSNE Plan you can be confident that you will ultimately receive payment for allowable expenses. MFNN RFP 2007-2008 page 14
  15. 15. Minnesota Food and Nutrition Network, University of Minnesota Extension Examples of Allowable Expenditures for Cost Share & Federal Funds All expenditures MUST be considered ‘allowable’ (reasonable and necessary for the project) by USDA’s Food Stamp Program in order to qualify as Cost Share or for reimbursement by the University of Minnesota (Federal Funds). MFNN qualifies that this list may not be all-inclusive. Please refer to the USDA FSNE Guidance for more information. ALLOWABLE UNALLOWABLE Literature/Materials/Audiovisuals • The purchase of FNS nutrition • Costs for any nutrition education materials that education/promotion materials that address have already been charged to another Federal FSNE topics and are for use with FSP or private program or source. eligibles. • Any material that endorses or promotes brand • The purchase of other nutrition education name products or retail stores. materials, when there are no FNS materials available that address FSNE topics and will be • Manufacturer’s or store (cents off) coupons. used with persons eligible for the FSP. • Influencing a store’s pricing policy. • The production of nutrition education materials, for which there is no other existing • Any activity or material to lobby or influence comparable material that support the State’s Federal, State or local officials to pass or sign goals and objectives for FSNE and will be legislation or to influence the outcomes of an distributed to FSP eligibles. It is encouraged election, referendum or initiative. that States collaborate with other FNS programs on the messages conveyed in and • Negative written, visual, or written expressions the costs of education materials. The State about specific foods, beverages, or agency must describe the method used for commodities. allocating costs between the programs. MFNN RFP 2007-2008 page 15
  16. 16. Minnesota Food and Nutrition Network, University of Minnesota Extension ALLOWABLE UNALLOWABLE Social Marketing Campaigns • Local radio and television announcements of • Social marketing campaigns that target the nutrition education events for food stamp general population. In some instances, eligibles. prorated costs based upon the number of likely FSP eligibles (≤ 130% of poverty • Appropriate social marketing campaigns that guidelines/thresholds, with certain exceptions) target nutrition messages to food stamp that will be reached with the campaign may be eligibles and are delivered, with an approved allowed. exclusivity waiver, in areas/venues where at least 50 percent of persons have incomes • Nutrition education messages which convey equal to or less than 185% of poverty negative messages or disparage specific guidelines or thresholds. foods, beverages or commodity, or which are not consistent with the Dietary Guidelines for Americans and MyPyramid. • Television and radio announcements/advertisements that do not include a brief message about the FSP, its benefits and how to apply. Equipment • Purchase of office equipment. A county can • Equipment that exceeds prior approval donate equipment and use fair market value; thresholds (i.e. $5,000) unless such prior however, any fair market value has to be approval is received from FNS. adjusted to reflect Federal funding provided for the equipment. (This can be arrived at by • Medical equipment multiplying the fair market value times the State’s percentage share invested in the equipment. • Equipment shared with non-FSP users when cost-shared with those users • Kitchen appliances only with justification of reasonable and necessary need. Food Samples, Supplies and Provisions • Cost of food for recipe/taste testing purposes • Ongoing snack or food service and cost of kitchen equipment and supplies necessary for food storage, preparation and • Meal sized portions or complete meal service display of food prepared for demonstration purposes. • Cost of food provided as groceries or supplemental food • Food samples associated with nutrition education lessons. MFNN RFP 2007-2008 page 16
  17. 17. Minnesota Food and Nutrition Network, University of Minnesota Extension ALLOWABLE UNALLOWABLE Nutrition Education • Classroom setting (salaries, space, equipment, • Classes that are designed to provide case materials) for food stamp eligibles on nutrition management or “life skills” training (e.g., classes related topics (e.g., food budgeting, preparation, on English as a second language, parenting, child safety). Primary purpose of class must be to development, crisis management, rental provide nutrition education. If nutrition education is information). included with other topics, only that portion of class pertaining to nutrition education is an allowable • Medical nutrition therapy and secondary cost. Schools must be public government entities prevention interventions (Refer to Appendix D, for in-kind charges. Definitions). • Physical activity demonstration, promotion, referral • Weight loss classes, individualized meal plans, that includes a nutrition message. obesity treatment programs, etc. • The pro rata share of costs of classes that are provided in conjunction with another program (e.g., • Ongoing physical activity and exercise classes, WIC), provided the State agency describes the equipment or facilities. (Refer to Appendix C: method for allocating costs between the programs. Physical Activity Cost Policy Section). • Clinical health screening (i.e., cholesterol testing, • Breastfeeding education, promotion and support body mass index and blood glucose testing, etc). which is coordinated with WIC and which supplements and complements WIC services, • Distribution of nutrition education reinforcement rather than supplanting them. items over $4.00. • Activities where the primary objectives pertain to • Nutrition education costs that are charged to allowable nutrition education but brief FSP another Federal program (e.g., WIC, EFNEP, outreach messages are also shared with FSNE Head Start, etc.) participants. FSP information materials are available for free on the FNS Web site at: • Breastfeeding education, promotion and support http://www.fns.usda.gov/fsp//outreach/info.htm that duplicates or otherwise is provided for under other funding sources such as WIC, EFNEP, or Head Start. • Education provided to incarcerated or institutionalized persons that are not eligible for the FSP (i.e., persons in jails, prisons, nursing homes, mental institutions etc). • Most able-bodied students ages 18 through 49 who are enrolled in college or other institutions of higher education at least half time are not eligible for the FSP and therefore not eligible for FSNE. For information on students that may be eligible: http://www.fns.usda.gov/fsp/applicant_recipients/st udents.htm • Activities where the primary objective(s) is to conduct outreach efforts for the FSP or other programs. MFNN RFP 2007-2008 page 17
  18. 18. Minnesota Food and Nutrition Network, University of Minnesota Extension ALLOWABLE UNALLOWABLE Space Allocation • Space allocated between programs in which • In-kind charges for space that is donated by a the plan for the space/cost allocation between private third-party or costs that are fully funded programs is documented and the costs are by another program (e.g., USDA, WIC, and tracked. EFNEP programs), or the FSP, (i.e., FSP county waiting room). • Space donated by local school districts, but only the cost of the space based on • Commercial rental spaces cannot be used for depreciation or use allowance. publicly owned space. Staff and Training Costs • FSNE-related training for program delivery • The time volunteers of a non-public agency staff. The time volunteers of a public agency (e.g., faith-based organizations, many food spend performing FSNE-specific duties. Time banks, etc.) spend performing FSNE specific must be charged at a rate commensurate with duties. the duties being performed. • A physician’s time spent distributing nutrition • Staff time spent delivering nutrition education flyers at health fairs when charged are based to food stamp eligibles. Time must be charged on a rate commensurate with his/her at a rate commensurate with the duties being credentials as opposed to the duties he/she is performed. performing. • General briefings to community health care • University coursed that are not relevant to the providers serving low-income communities practical delivery of nutrition education to food about FSNE services in the community. stamp eligibles. • Training or development costs of food service workers or others not directly associated with delivery of FSNE. MFNN RFP 2007-2008 page 18
  19. 19. Minnesota Food and Nutrition Network, University of Minnesota Extension ALLOWABLE UNALLOWABLE Costs Associated with Other Activities • Reimbursement for personal costs (such as • Organized efforts to influence elected officials childcare, meals, lodging, and transportation) and lobbying for legislative/policy changes. for recipients of FSNE to actively participate in focus groups, needs assessment and advisory • Costs associated with surveillance or surveys groups to inform and improve FSNE of the general population that are not prorated effectiveness. based on the number of likely FSP eligible respondents (persons with incomes less than • Nutrition education activities that promote the or equal to 130% of poverty selection of healthy foods from vending guidelines/thresholds, with certain exceptions). machines. • Costs associated with the establishment and • Participation on relevant State and local maintenance of environmental or policy advisory panels. changes, such as staffing, infrastructure, equipment, space, land, construction or supplies. • Money, vouchers or passes provided to FSNE recipients to offset personal costs incurred so that they may attend nutrition education classes (e.g., for childcare and transportation expenses). • Childcare or transportation services provided for FSNE recipients in conjunction with FSNE activities. • Reinforcement items of $4.00. (Refer to Appendix C Cost Policy Section-Program Reinforcement Items) MFNN RFP 2007-2008 page 19
  20. 20. Minnesota Food and Nutrition Network, University of Minnesota Extension Application Instructions These instructions relate directly to the application forms you will complete. Please be as concise as possible, using at least a 10-point font. A. Project Name B. Source and Amount of Cost Share (see page 9 for Cost Share explanation): None of the funds being used for your Cost Share can come from a federal source. It is important that you track the source of funds back to its primary source – often State of Minnesota funds that are distributed through a State agency come from a federal source. See page 9 of this document for some examples of sources of Cost Share. The table for you to use to identify the source of your Cost Share is a tool to help ensure that funding is eligible. If you are using unrestricted donations as a source of Cost Share you should lump them into one listing. You do not need to provide a detailed list of donors. Also keep in mind that you must be doing nutrition education and physical activity promotion for food stamp eligible residents with the funds you are using for Cost Share. If your source of funds sounds like it might not be eligible – e.g., Stop Smoking Fund – please make a note on your application indicating what the funds from that source are for. The Total on this table should match the Cost Share Total on your budget. C. Project Objective A project should have only one or two objectives. A well-written and clearly defined objective is: • Specific. It identifies a specific event or action that will take place. • Measurable. It quantifies the amount of change to be achieved. • Appropriate. It is logical and relates to the State's FSNE goals. • Realistic. It is practical given available resources and the proposed FSNE activities. • Time specific. It specifies a time by which the objective will be achieved. These objectives should be completed within the FY of the plan. Example of a project-level objective: • After six 1-hour classes, FSNE participants will increase their average daily consumption of dark green vegetables by ½ cup per day. MFNN RFP 2007-2008 page 20
  21. 21. Minnesota Food and Nutrition Network, University of Minnesota Extension D. Audience/Focus on FSP Eligibles This table provides information on how you have determined the eligibility of your target audience and estimates of the size (reach) of the audience. 1. Delivery Site: List each specific location where you plan to connect with the public – e.g., Food Stamp Office, 10th Street Farm Market, Best Public Housing, etc. If you plan to work with schools please list each building separately. 2. Audience Category: Using the charts on pages 6 – 8 identify if your Delivery Site qualifies as a Category 1, Category 2, or Category 3 site. If you cannot be sure that your target audience will fit in Category 1, 2, or 3 it will require that you pro-rate your funding. 3. How Category was Determined? This answer would typically be one of these three: a. “USDA approved” – if it is one of the proxy locations identified on the charts on pages 6 – 8 b. “School list” – if it is on the list of schools with 50% or greater free and reduced price lunch. c. “Census tract” – if the location is in a census tract with 50% or more people with incomes at 185% of poverty or less. 4. Specific Segment of Target (include items a-c) Identify the segment of the population the project is targeted at. Include if your project is aimed at: a. Group Category o Moms o Grandparents raising grandchildren o Students in Alternative Learning Schools o Etc. b. Age category: • 0-5 years • 5-17 years (school youth) • 18-59 years (independent adults) • 60+ years MFNN RFP 2007-2008 page 21
  22. 22. Minnesota Food and Nutrition Network, University of Minnesota Extension c. Race/Ethnicity: • American Indian/Alaska Native • Asian • Black/African American • Hispanic/Latino • Native Hawaiian/Oth Pac Island • White • Other: please identify 5. FSE Estimated Reach How many food stamp eligible people do you estimate you will reach during the grant period? (unduplicated count) 6. Total Contacts How many total people do you estimate you will reach during the grant period? E. Project Description Describe your project. o How will you accomplish your objective(s)? o What strategy will be used? (See examples of strategies on pp. 25) o What will the frequency of contacts be with each food stamp recipient? (e.g.: The class will have four sessions of one-hour duration – or- There will be eight newsletters.) o What is your key educational message? 1. Increase intake of fruits and vegetables 2. Improve intake of whole grains 3. Improve intake of low-fat or no-fat calcium-rich products 4. Become more physically active everyday as part of a healthy lifestyle 5. Make wise food shopping choices • Plan meals and snacks to save money • Use a shopping list to plan purchases • Prepare foods from scratch using basic ingredients to save money • Food labeling 6. Practice safe food prep techniques • Practice kitchen cleanliness • Practice proper hand washing regularly • Improve safe handling of food (no cross-contamination, food stored at safe temps, meats properly cooked, wash fruits and vegetables) 7. Enroll in FSP as a result of attending FSNE programming MFNN RFP 2007-2008 page 22
  23. 23. Minnesota Food and Nutrition Network, University of Minnesota Extension o What counties will be served? o What delivery methods will be used (list all that apply): • Group • One-on-one • Indirect F. Summary of Research What is the research that supports the approach you are using for your project? From a research perspective why do you think your project will work? o Is there a history of success with the curriculum you are using? o Does the research show that the strategy you will use is typically successful with your target segment? o Does your own past evaluation demonstrate that the project is successful? Provide references for studies that support your choices. G. Modification of Project Methods/Strategies (Complete only if necessary.) If you changed a curriculum or strategy in a way that goes against common practice based on research use this section to explain why. What information or experience has led you to believe that your target audience needs a different approach? H. Use of Existing Educational Materials Give a complete description of the existing educational materials you will use in your program. Whenever possible, it is preferable to use and/or adapt existing materials rather then develop new materials, especially FNS materials developed primarily for the Food Stamp Program such as: • Loving Your Family Feeding Their Future, Nutrition Education Through the Food Stamp Program - educational and promotional materials and techniques to help FSNE educators work with low-income women with children including Spanish speakers and those with limited reading skills (available Fall ’07). • Eat Smart, Live Strong – a behavior-focused nutrition and physical activity intervention for able-bodied, low-income adults, 60-74 years old (available Fall ’07). Continued… MFNN RFP 2007-2008 page 23
  24. 24. Minnesota Food and Nutrition Network, University of Minnesota Extension Use of Existing Educational Materials, cont’d: Other FNS materials to consider include: O Eat. Smart. Play Hard.™ E MyPyramid M MyPyramid for Kids M Team Nutrition T Loving Support I. Development of New Educational Materials Before any new materials are produced or purchased you must provide justification and get approval from the Minnesota Nutrition Network. Production of new materials may be approved if no other materials are available that can be purchased or adapted. There are many sources of materials: • Food Stamp Nutrition Connection www.nal.usda.gov/foodstamp • Eat Smart. Play Hard.™ www.fns.usda.gov/eatsmartplayhard/ • WIC Works Resource System www.nal.usda.gov/wicworks/ • Team Nutrition www.fns.usda.gov/tn • MyPyramid.gov www.mypyramid.gov • Dietary Guidelines for Americans www.cnpp.usda.gov • Food and Nutrition Service-FNS Nutrition Link www.fns.usda.gov/nutritionlink J. Key Performance Measures/Indicators Double click to check the box next to the behavior changes you will be measuring. If there are others you will measure list them. K. Evaluation Plans Project evaluation is required. Describe the evaluation you will be doing as part of your project. Areas to be covered are listed on the application. L. Subcontract Project Summary The summary should capture the key points of your application on one page. Be as brief as possible. You may move headings to adjust available space but the summary must be complete on one side of one page. MFNN RFP 2007-2008 page 24
  25. 25. Minnesota Food and Nutrition Network, University of Minnesota Extension Strategies Possible strategies for use with nutrition education include: Series Classes: Series nutrition classes feature an orderly progression of topics as a series of modules. Most series are held once a week. The dominant lesson for the day is self-contained, but references the previous lesson. Populations may include senior citizens, families, or single parents. The lessons taught will reflect the audience. Handouts and/or flyers are at a low literacy reading level. Each session of the series addresses a specific topic. A lesson is presented, followed by discussions and questions. A cooking demo or taste testing featuring a recipe tailored to the lesson, with interaction from the class members, may close out the session. Classes are usually 30 to 60 minutes. Some include “homework” assignments such as trying recipes or keeping a journal. Single Classes: This type of class is useful in a number of instances: 1. It can be used as a mechanism to interest people in additional instruction. 2. Sometimes organizations that target the same populations may have need of a one-time lesson in nutrition to augment other programming. In this case the lesson both instructs and reinforces. 3. Transient populations, such as a summer camp, require single classes. A common attribute is that the class is relatively short and specific as to subject matter. Each topic is briefly discussed by following key points to keep the audience’s attention. Handouts are easy to understand and brief. The lesson may end with a cooking demo featuring two or three recipes of interest. School Classes. Nutrition education will be taught in grades K-12 by either FSNE educators or cost share staff trained in working with children (e.g., school teachers, nurses). Teachers and nurses will receive training on how to integrate nutrition education into the school day. At the trainings, a nutrition professional works with the teachers to show them how nutrition can be taught in the classroom. Approved resource materials are provided to teachers to take back to their classroom. Lessons will focus on approved objectives, teaching students about MyPyramid; healthy lunch, breakfast and snacks; the importance of physical activity; meeting dietary guidelines for fruit and vegetable consumption; or about making healthy beverage selections. Lessons will be conducted in schools or nearby community buildings. MFNN RFP 2007-2008 page 25
  26. 26. Minnesota Food and Nutrition Network, University of Minnesota Extension Cooking/Food Preparation Demonstrations: Cooking/food preparation demonstrations are conducted for adult program participants. Demonstrations consist of showing, and involving, program participants in the creation of a recipe or use of a food item related to a nutrition education message. Demonstrations always include a nutrition education message. Demonstrations allow participants to see how to use a specific item, (e.g. cut up a whole chicken) or step-by-step instruction on how to make a new or healthier recipe. It also allows them to sample the food item. Demonstrations provide just a small taste, approximately ¼ to ½ serving, not an entire serving or meal. Recipes used in demonstrations comply with the following criteria: • Use low-cost, readily available ingredients. • Have limited number of ingredients. • Use basic equipment and appliances. • Are easy to read and follow. • Are successfully tested prior to the demonstration. • Reflect the lesson being taught, e.g. a vegetable lesson should feature a vegetable recipe. • Are nutritious and tasty. • Are flexible so that the same basic recipe can be used with different spices or with fresh, frozen, or canned foods. • Include nutrition information and serving numbers and sizes. • Include food safety information such as cooking and storing temperatures. Demonstrations are also often incorporated into on-going series classes and one-time classes. The demonstrations may be used to recruit program participants into classes and/or to convey nutrition education messages. The demonstrations always correspond with a nutrition education message. They reinforce the nutrition education message and increase the likelihood that a program participant will use a recipe or try a new food item in their own home. Some program participants need to learn basic cooking skills, such as selecting ripe foods, cutting up meats, or proper food handling techniques. Demonstrations allow participants to observe basic cooking skills in practice, and more importantly, participants often perform basic cooking skills under the supervision of a nutrition educator. Food preparation for public consumption my require certification or licensure from the health department. Food Tastings: Food tastings are conducted for program participants and potential participants. They are intended to provide just a small taste, approximately ¼ to ½ serving, not an entire serving or meal of a food item or recipe. Food tastings encourage program participants to try a new food or recipe. They also allow program participants to try a new food or recipe before spending their limited food dollars on an item(s) that they may not like. The samples are prepared by nutrition educators prior to the tasting. Nutrition education materials, such as handout on specific food items and recipes, are distributed at the food tastings. Recipes for food tastings comply with the same criteria as listed for food demonstrations. Food tastings are held in programming sites conducting one-time and series classes. They are also conducted in food pantries, food stamp offices, low-income housing developments or other recruitment sites for nutrition education classes. They are conducted when space or time doesn’t allow a full cooking/food demonstration to be conducted. They are also used as a recruitment tool for nutrition education classes. Food preparation for public consumption my require certification or licensure from the health department. School Food Tasting/Demos. Students in grades K-12 will be provided with nutrition education, including the tasting of healthy foods. A food tasting typically includes a conversation and/or information about the feature food(s) including how that food can be part of a healthy diet, and MFNN RFP 2007-2008 page 26
  27. 27. Minnesota Food and Nutrition Network, University of Minnesota Extension culminates with participants tasting the item. A taste is typically a small portion of a normal serving of the item. Food tastings are conducted in schools or nearby community buildings. School Lunch Room Activities: Lunch room activities include food tastings, bulletin board displays, posters, and interactive learning stations. These activities are coordinated with cafeteria managers, but no cost share is claimed for food service staff. After-school Activities: Nutrition education in traditional after school programs is included as a component of regular programming, and usually consists of hands-on food activities several times a week throughout the school year. In the nontraditional model, after-school programs focus exclusively on nutrition education. For example in the School District of Philadelphia, the program is a seven- week interactive series that includes weekly hands-on learning activities such as food tasting and nutrition centered games and activities. School Assembly Programs. Nutrition assembly programs creatively present concepts of MyPyramid and healthy food choices through a lively and entertaining play presented once a year. Children receive a coloring book/workbook to reinforce the nutrition concepts presented. Follow-up teacher activities and parent newsletters are also provided. Individual Counseling: Counseling on general nutrition topics related to the objectives is provided to participants of city health centers, mental health residential programs and senior centers. Individual sessions are conducted for participants who benefit more from individual attention as opposed to group nutrition sessions. Reasons individual attention may be more effective include discomfort in a group setting, limited English proficiency, low literacy skills, privacy concerns, or disability precluding participation in a class. Youth Peer Educators. Youth are trained to lead workshops that promote healthy dietary habits through school day, after-school, and summer programs. Youth develop presentations to effectively communicate messages and skills that promote the objectives. After developing and practicing presentations, youth (under supervision) lead nutrition education workshops for their peers, and in some cases, students from different age groups. Newsletters: Newsletters are generally distributed monthly in food boxes or bags in food pantries, placed in display racks in health centers, and/or delivered to sites where staff providing cost share distribute the newsletter and discuss and reinforce newsletter messages. MFNN RFP 2007-2008 page 27
  28. 28. Minnesota Food and Nutrition Network, University of Minnesota Extension Definitions Administrative Costs refers to the financial costs characterized by the following types of activities: r Dollar value of salaries and benefits associated with staff time dedicated towards the administration of the FSNE program. o Cost of training for performing administrative functions like record keeping and accounting, etc. o Cost of reporting FSNE activities o Operating Costs o Indirect Costs for those administrative staff not covered above. o calculation), itemized phone calls, and other approved expenses. Allowable Expenditures for Cost Share and federal reimbursement: To be considered allowable, expenditures (those being counted as Cost Share or requesting reimbursement through UM with federal funds i.e. Federal Funds) must be determined “necessary and reasonable for the accomplishment of project objectives” (refer to pages 15-19 for a detailed listing of allowable and unallowable expenditures). Behavior indicates action rather than knowledge or attitudes. Behaviorally Focused Nutrition Messages are those that are (a) related to healthy food choices, for example, eating lower fat foods, adding one fruit each day, and switching to whole grain breads; (b) related to other nutritional issues, for example encouraging breast feeding practices, or physical activity (c) related to the environmental impact of dietary practices, including safe food handling, promoting community walking groups (d) related to food shopping practices that increase purchasing power and availability of food including using store coupons, joining store clubs for added discounts, and purchasing in bulk, and (e) food security such as applying for nutrition assistance programs (i.e. WIC, FSP, Child Nutrition Programs, Food Distribution Programs, etc). Capital Equipment is non-expendable property having a value of $5000 or more per item at the time of acquisition. Capital equipment must be inventoried and accounted for every two years by a physical inventory process. Capital equipment must be disposed of in accordance with Federal property management requirements. Census Tracts are small, relatively permanent geographic entities within counties (or the statistical equivalent of counties) delineated by a committee of local data users. Generally census tracts have between 2,500 and 8,000 residents and boundaries that follow visible features. When first established, census tracts are to be ass homogenous as possible with respect to population characteristics, economic status and living conditions. Cost Share: All cash and salary/fringe benefits paid by the applying agency (in support of FSNE targeting FSP eligibles) that will be used to leverage federal funds via the MFNN Subcontract Program. Cost Share can not have any federal origins. Direct Contact is a face-to-face contact with a person or a household to deliver nutrition education, an educational class, workshop, group discussion, one-on-one intervention, etc. MFNN RFP 2007-2008 page 28
  29. 29. Minnesota Food and Nutrition Network, University of Minnesota Extension EARS, the Education and Administrative Reporting System (EARS), is an annual data and information collection process completed by Food Stamp Program (FSP) State Agencies. It collects uniform data and information on nutrition education activities funded by the FSP during the prior fiscal year. Federal Funds: The Federal Funds is also known as the Subcontract. It is dollar amount that the recipient agency may request federal reimbursement for through UM. The amount of the Federal Funds depends on the amount of the agency’s Cost Share match. Food Bank means a public or charitable institution that maintains an established operation involving the provision of food or edible commodities, or the products of food or edible commodities, to food pantries, soup kitchens, hunger relief centers, or other food or feeding centers that, as an integral part of their normal activities, provide meals or food to feed needy persons on a regular basis. Food Pantry means a public or private non-profit organization that distributes food to low-income and unemployed households, including food from sources other than the Department of Agriculture to relieve situations of emergency and distress. Formative Research: Formative research focuses on data collected from pilot situations and recipients while developing an intervention to obtain feedback about the feasibility or proposed activities and their fit with the intended settings and recipients. Indirect Contact is the delivery of nutrition education to a household or a person through an indirect and generalized strategy, such as public service announcements, billboards, newsletters, and social marketing. Lobbying is any activity or material to influence Federal, State, or local officials to pass, or sign legislation or to influence the outcomes of an election, referendum, or initiative. Low-income Persons are people participating in or applying for the Food Stamp Program, as well as people with low financial resources defined as gross household incomes at or below 185 percent of poverty. National School Lunch Program data on number of children eligible for free and reduced price meals, which represents children in families with incomes at or below 185 percent of poverty, or Census data identifying areas where low income persons reside, are available data sources that can be used to identify low income populations. Participation in WIC may also be used as a proxy for low income since WIC participants have gross family incomes below 185 percent of poverty. MFNN RFP 2007-2008 page 29
  30. 30. Minnesota Food and Nutrition Network, University of Minnesota Extension Medical Nutrition Therapy Services means the assessment of the nutritional status of patients with a condition, illness, or injury (such as diabetes, hypertension, gout, etc.) that puts them at risk. This includes review and analysis of medical and diet history, laboratory values, and anthropometric measurements. Based on the assessment, nutrition modalities most appropriate to manage the condition or treat the illness or injury are chosen and include the following: • Diet modification and counseling leading to the development of a personal diet plan to achieve nutritional goals and desired health outcomes. • Specialized nutrition therapies including supplementation with medical foods for those unable to obtain adequate nutrients through food intake only; parenteral nutrition delivered via tube feeding into the gastrointestinal tract for those unable to ingest or digest food; and parenteral nutrition delivered via intravenous infusion for those unable to absorb nutrients. Medical Nutrition Therapy Services are not allowable FSNE costs. Non-Capital Equipment is property having a value of less than $5000 per item at the time of acquisition. This equipment is generally treated as supplies and is not required to be included in any property management system. Treatment and disposition of non-expendable equipment should be done in accordance with State or local property management requirements. Needs Assessment is the process of identifying and describing the extent and type of health and nutrition problems and needs of individuals and/or target populations in the community. Non-Federal Public Agency is an organization of State or local government that is supported by funds derived from general tax revenues of a State or locality specifically allocated from appropriate budgetary authority such as a State legislature, county or local government. This would include, for example, State or local government financed educational institutions and State funded hospitals. Nutrition education is a set of learning experiences designed to facilitate the voluntary adoption of eating and other nutrition-related behaviors conducive to health and well being for those on a limited budget. Outputs: Outputs are products of a program’s activities, such as the number of meals provided, classes taught, brochures distributed, or participants served. Another term for “outputs” is “units of service.” A program’s outputs should produce desired outcomes for the program’s participants. Outcomes: Outcomes are benefits for participants during or after their involvement with a program. Outcomes may relate to knowledge, skills, attitudes, values, behavior, condition, or status. Examples of outcomes include greater knowledge or nutritional needs, increased physical activity, improved reading skills, more effective responses to conflict, getting a job, and having greater financial stability. Project means a discrete unit of nutrition education intervention at the local level, which is distinguished by a specifically identified low-income target population. The term “Project” is intended to apply to a geographic area primarily for the purpose of developing and supporting a request for an exclusivity waiver. MFNN RFP 2007-2008 page 30
  31. 31. Minnesota Food and Nutrition Network, University of Minnesota Extension Public Education Outreach Message is a brief message providing information on the availability, benefits, and application procedures for the Food Stamp Program, preferably with information on local application sites, (or a toll-free number, or other useful information on how to find services). Since FSNE is provided to low-income persons not participating in the Food Stamp Program, by virtue of approved waivers, a critical component of the nutrition message must be to provide an educational message about the availability and benefits of the program and how to apply. This should be done “in the context” of nutrition education, meaning the Food Stamp Program should routinely be referenced in nutrition education sessions and on materials as an important source of nutrition assistance to help low income persons achieve a better diet. Public Housing, as defined by the U.S. Department of Housing and Urban Development, is apartments for low-income people, operated by local housing agencies. Secondary Prevention Interventions mean activities that help people who already have a chronic disease cope with and control these conditions and prevent additional disability. Secondary prevention interventions are not allowable costs in the Food Stamp Program. Social Marketing is defined as a disciplined, consumer-focused, research-based process to plan, develop, implement and evaluate interventions, programs and multiple channels of communications designed to influence the voluntary behavior of a large number of people in the target audience. (Adapted from Alan Andreasen 1995 and Social Marketing Division of Society for Nutrition Education.) Soup Kitchen means a public or charitable institution that, as an integral part of the normal activities of the institution, maintain an established feeding operation to provide food to needy homeless persons on a regular basis. Subcontractor means the organization or person to which MFNN takes an agreement to conduct nutrition education activities. The subcontractor is responsible to MFNN for the use of funds provided. Subcontractor's Authorized Official: Person authorized to enter into a subcontract on behalf of the applying agency. Subcontractor’s Project Coordinator: Person coordinating the project on behalf of the applying agency. Summative Research: Summative research is an important feature of any comprehensive evaluation plan. It assesses the short- and long-term results of a project and seeks to measure the changes brought about by the project. Summative research questions ask: What are the critical outcomes you are trying to achieve? What impact is the project having on its clients, its staff, its umbrella organization, and its community? What unexpected impact has the project had? MFNN RFP 2007-2008 page 31
  32. 32. Minnesota Food and Nutrition Network, University of Minnesota Extension Management/Administration or Direct Program Delivery? Use the following information as a guide when calculating the percentage of time spent on Management/Administrative Duties and Direct FSNE Delivery on Page 11 of the Application. Management/Administrative • Staff training on program operations (planning and preparing for staff training, attending staff training, evaluating staff training) • Nutrition Education Activity reporting (completing forms, training staff to use forms, monthly reminders, checking forms for errors, data entry, analysis, review of printouts, making corrections, generating final reports) • Evaluation (planning and developing program evaluation protocols and instruments, procedures, pilot testing evaluation protocols and procedures, training staff regarding evaluation methods, conducting evaluation activities, evaluation data entry, analyzing evaluation data and generating reports of program impacts.) • Time and Effort Documentation (completing forms, training staff and collaborators in use of forms, reminders for time and effort documentation, checking forms for signatures and completing, filing forms, etc.) • Match (cost share) documentation (reminders, getting information from collaborators and UME, checking and summarizing information, sending to and answering questions from accounting) • Initial and regular planning meetings with collaborators, attending coalition meetings • Writing reports (including final reports) • Personnel functions (job searches, hiring, training, supervision, performance evaluations, attendance reporting) • Budget and related clerical functions (developing and overseeing budget, bookkeeping, generating purchase orders, paying invoices, ordering supplies, reimbursing program travel) • Responding to requests for information from UM Extension Direct Program Delivery • Delivering nutrition education programs (implementing any of the strategies outlined on pages 25-27) • Travel to and from nutrition education programs • Program prep activities (developing lesson plans, ordering materials, shopping for food demo supplies, assembling materials for nutrition education activity) • Putting educational materials and supplies away after activity. MFNN RFP 2007-2008 page 32
  33. 33. Minnesota Food and Nutrition Network, University of Minnesota Extension Staffing For each project, provide the following information for all paid staff that will carry out FSNE functions. Volunteer time should not be included in this section, but should be included as part of the budget narrative describing in-kind donations (see 2008 FSNE Guidance, Appendix C, Section A.4 for additional information on in-kind donations). 1. Position title. Please use one of these descriptors: Agency Director, Instructional staff, or Administrative staff. 2. For each position title, attach a statement of work/position description outlining the duties associated with the FSNE project. This must clearly show how the position supports the delivery of planned FSNE activities. 3. For each position title, provide the Full Time Equivalents (FTEs) that will be funded through FSNE. FTEs are defined in 2008 Guidance, Appendix D: Definitions. Agencies may use their own definition of FTEs for purposes of reporting FSNE staffing requirements in this section, but must provide their definition with an explanation of how FTEs are calculated. 4. For each position title, provide the percentage of FSNE time the position will spend performing management/administrative duties (including training and professional development) and the percentage of FSNE time that the position will spend on direct delivery of FSNE. This information should coincide with information provided in the attached statement of work/position description. 5. For each position title, provide the total FSNE salary, benefits and wages, and specify the amount of the total to be funded with Federal dollars and Cost Share dollars (estimate may be used for budget, but actual time spent must be used for billings). MFNN RFP 2007-2008 page 33
  34. 34. Minnesota Food and Nutrition Network, University of Minnesota Extension Volunteers as Match for FSNE FNS Policy On April 22, 2004, FNS issued a policy statement that donations of time to a public entity result in a de facto State expenditure or outlay and thus, they are reimbursable. Regulations do not permit extending this interpretation to private organizations. The policy memorandum also states that “In valuing a volunteer’s time or service to a public organization, the following principles apply: 1a. The volunteer’s wages are computed on a reasonable hourly basis in accordance with the duties being performed for FSNE or outreach, or wages are computed based on the federal minimum hourly wage established by the US Department of Labor ($7.25/hour); 2b. The volunteer records time as specified in the FSNE Guidance; and 3c. The volunteer’s time is not being used as match for any other federal grant.” The policy statement also states that Americorps Volunteers are paid and therefore not true volunteers and cannot be counted as an in-kind contribution to the FSP. Further, since Americorps volunteers are paid, in part, with federal money, none of the costs for their time is reimbursable under FNSE or outreach. Recommendations: When using volunteers in your Food Stamp Nutrition Education program you should have job descriptions, selection procedures, contractual agreements and performance evaluation procedures; orientation procedures, training procedures, supervision guidelines, and processes for recognizing volunteers. You should check with your legal counsel to ensure that your volunteers have appropriate liability protection and to get guidance on implementing procedures to safeguard the well-being of those the volunteers work with. All potential volunteers should complete a volunteer application, which includes information for a background check. Volunteers as Match for FSNE Budgets If a partner agency is a public agency, such as school, and has volunteers in place and contributing to FSNE, and applications and current background checks are in place with the public agency, volunteer time may be used as match provided it is not already matched to a federal program. Work the volunteer is doing must be an allowable cost. The value of volunteer hours should appear in the Cost Share portion of your budget. The amount is limited to the dollar value justified below. All activities performed by volunteers must be reasonable and necessary allowable activities as defined by the Guidance. Volunteers for nonprofits, such as food banks, are not volunteers for a public entity and their time may not be used as match. MFNN RFP 2007-2008 page 34
  35. 35. Minnesota Food and Nutrition Network, University of Minnesota Extension For volunteer time being used as match, the person must not be in pay status for any employer during the same hours they volunteer for FSNE. Also, they must not be in volunteer status for a private organization during the same hours they volunteer for FSNE. Dollar Value for Volunteer Time in FY2008 Based on an average volunteer contribution, Extension will value volunteer time consistently at $18.04 per hour or use the established volunteer rate for the applicant organization. Travel costs for volunteers: Volunteers' travel expenses are not an allowable expense for MFNN FSNE, either as cost share or reimbursement under federal share. Staff are encouraged to make volunteers aware of IRS rules for allowable car expenses incurred in volunteer service. From IRS publication: From IRS rules for personal expenses incurred as a volunteer for a qualifying charitable organization: Car expenses. You can deduct unreimbursed out-of-pocket expenses, such as the cost of gas and oil, that are directly related to the use of your car in giving services to a charitable organization. You cannot deduct general repair and maintenance expenses, depreciation, registration fees, or the costs of tires or insurance. If you do not want to deduct your actual expenses, you can use a standard mileage rate of 14 cents a mile to figure your contribution. You can deduct parking fees and tolls, whether you use your actual expenses or the standard mileage rate. You must keep reliable written records of your car expenses. For more information, contact you tax advisor. MFNN RFP 2007-2008 page 35
  36. 36. Minnesota Food and Nutrition Network, University of Minnesota Extension Qualified Census Tracts How to find the census tract number of your program site. Go to the US Census Website (www.uscensus.gov ) 1. Click American Factfinder 2. Click Data Sets (On the left hand side) 3. Click Detailed Tables (In the STF 1 box under “Select from the following…”) 4. Click the Third Tab “Address Search” 5. Enter the complete address of your program site and click “Go” 6. The census tract number will appear in the box titled “Geographies containing…” MFNN RFP 2007-2008 page 36

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