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RFP# GC19-013: Questions and Answers


FY 2018 National School Lunch Program (NSLP) Equipment Assistance Grant for School Food Authorities (SFAs)

 

QUESTIONS AND ANSWERS
  1. This is a non-portal grant; how do you apply for it?   
    Instructions regarding eligibility, application requirements, and due dates are contained in the RFP.
  1. What is the deadline for the application?
    The bid due date has been changed to February 19th 2019, proposals must be post marked by this date.

  2. Is there any way I can receive a copy of last years’ grant application for our School?
    You should request this information from the appropriate administrative authority in your school.
    All unsuccessful applicants from previous equipment grants had the opportunity to request a debriefing within fifteen (15) calendar days of receiving the notice of non-award from NYSED. We are not able to provide a debriefing of equipment grant applications outside of that timeframe.

  3. Regarding the NSLP Equipment Assistance Grant application, what is the “Agency Code” and “Project #” on the FS-10 form? What do we put in?  Also, what is the “12 Digit LEA Code” on the application form? Is this our BEDS Code?
    The 12-digit School Food Authority (SFA) LEA Code is the same as the SFA BEDS code. The SFA LEA Code and the Recipient Agency (RA) LEA Code(s) can be found by logging in to the Child Nutrition Management System (CNMS) at www.cn.nysed.gov

    A project number will be assigned if your application is awarded.

  4. The application indicates that non-profits need to be Prequalified in the Grants Gateway. Our district does have Grants Gateway account. Is there anything else that needs to happen to be prequalified?
    A description of the Prequalification process and requirements are contained in the RFP.

  5. As a public-school district, would we need to be prequalified in the Grants Gateway and complete the registration form and submit documents before we could do the application for this grant?
    No, public school districts do not have to pre-qualify.

  6. Do both the SFA and the RA need to be registered with Grants Gateway or is the SFA’s registration sufficient? On the Application Form the General Information asks for the SFA’s LEA Code as well as the RA’s SFA LEA Code. Would each RA have its own SFA LEA Code if it does not act as an SFA?
    Only the lead applicant, the SFA, is required to prequalify in the Grants Gateway and that is if they are a not-for-profit organization. Examples of SFA’s that need to prequalify would include charter schools or non-public private schools.

  7. Do you have a preference on how the applications should be packaged? For example, should we use binder clips on each set of applications?
    Please ensure an original application with all supporting documents and two complete copies of the entire application are provided for each piece of requested equipment. SFAs should use the application checklist to ensure all required documents are submitted.

    If your SFA is applying for multiple pieces of equipment, please provide the application in separate envelopes or organize each application (original and two copies) using binder clips.

  8. Is it okay to submit equipment spec sheets that are double-sided rather than single-sided in order to save paper (and postage) costs?
    Yes, you may submit double-sided specification sheets for the equipment request(s).

  9. Can we submit our application in person? In the past, we have been required to have a person’s name for delivery purposes when we arrived. If we can hand-deliver applications, can you provide a name that we can use?
    Yes, Hand-delivered applications must be received by 4:00 pm on the date of the application deadline (February 15, 2019). Hand-delivered applications may be brought to the security desk of the New York State Education Building Annex, located at 89 Washington Avenue Room 375 EBA, Albany, NY 12234. To confirm delivery, applicants should request that applications are received by Tara Webster, Colleen Wise, or Colleen Hasselbach who may be contacted at (518) 473-8781.

  10. Under grant eligibility it says that SFA will apply on behalf on their RAs; can we apply as a nonpublic school?
    Please refer to the eligible applicants section contained in the RFP.

  11. For purposes of the NSLP Equipment Assistance Grant, is a BOCES considered public or non-public? Does it need to pre-qualify and submit a Certificate of Occupancy or meet other requirements of not- for-profits?
    A BOCES is considered a public SFA and would not need to meet any of the requirements of non-public SFAs. If the RA is non-public it will need to meet the non-public requirements.

  12. Are nonprofit residential summer camps eligible to apply for the food equipment grant? Do you consider a residential summer camp a "residential childcare institution?” 
    As stated in the Eligible Applications section of the RFP, “all Recipient Agencies (RA) under a School Food Authority (SFA) participating in the NSLP in New York State are eligible (including public school districts, non-profit nonpublic schools, charter schools and residential childcare institutions).” The definition of a residential Child Care Institution can be found on the USDA website. https://www.fns.usda.gov/tn-school-type/rcci

  13. We are opening another child day care center and would like to set up a commercial    kitchen.  Are we able to apply for this grant opportunity? We are not a residential child care facility.
    Please refer to the answer stated in the question above.

  14. We are an After-School Program licensed by NYS Office of Children and Family Services that receives funding for food from Child and Adult Care Food Program. We serve dinner and snacks to our students each day during the school year. We serve breakfast and lunch during the summer program. Would we be eligible to apply for this grant?
    For Eligibility questions please refer to the Eligible Applicants section of the RFP.

  15. We received ARRA funds in the past; but it has been over 7 years ago.  Is there a possibility of getting funding?
    Yes, please refer to the eligible applicants section of the RFP.

  16. We received a grant for one RA in 2016 and another in 2017. Is there a good chance that we would be able to receive one for the same RA as in 2016 this year since it has been a year since they received one?
    Please see the RFP for a description of Eligible Applicants.

  17. Are all schools eligible for the food equipment grant or only the ones not listed on the recipient list?  If a school was previously awarded, are they still eligible or is it only open to the schools that have not applied before.
    Please refer to the above answer, the answer is the same.

  18. Is it possible to apply for this grant if previously awarded and are there any other grants out there for help in replacing school cafeteria equipment?
    This Q & A is only for the purposes of answering questions about the RFP #: GC19-013 FY 2018 National School Lunch Program (NSLP) Equipment Assistance Grant for School Food Authorities (SFAs). A description of eligibility can be found in the RFP.

  19. Our school is CEP; are we still required to collect data to be above 50% to meet the priority?
    Applicants do not need to state that they are operating the Community Eligibility Provision on their equipment grant application. Please refer to Priority Funding on page 2 of the RFP.

  20. I am wondering how CEP plays into having over 50% FRLP. Do you use CEP numbers to determine the over 50% FRLP which would have a better chance of receiving the grant?
    The SED Child Nutrition Office calculates this percentage for all applicants using the RA’s January 2018 claim for reimbursement submitted in the Child Nutrition Management System (CNMS). Please refer to the Eligibility section on page 2 of the RFP.

  21. Will there ever be any offering of funds to schools with less than 50% free and reduced?
    Eligibility includes schools with less than 50% free and reduced.

  22. Will it be allowable to apply for the full amount of funding for a piece of equipment that will cost over $20,000.00 and supplement the remaining cost from other sources?
    Yes—If the total amount exceeds $20, 000, the district may contribute the difference in cost.

  23. For Equipment to be used for NYSED program as well as CACFP, will the cost need to be allocated between both programs? Sponsor participates in NSLP, however one specific facility participates only in SFSP (category c). Is this location eligible for the grant?”
    Please refer to the second paragraph of Guidance Manual on Page 1 of the RFP.

  24. Is it possible to apply for this grant without Capitalization Threshold Policy?  We report to another agency, and they do not use capitalization or depreciation.
    No, if applying for equipment that is less than $5,000, it is not possible to apply for this grant without a Capitalization Threshold Policy. See Capitalization Threshold Policy on pages 3-4 of the RFP.

  25. If we are submitting an application for a serving line that altogether costs $18,000, but some   of its pieces costs less than $5,000, is a capitalization policy required?
    Yes.

  26. If a school wants to purchase 3 prep tables at a unit cost of $2,000 each, for a total of $6,000, would the school need to do a "capitalization threshold policy" for this since each prep table is just $2,000? Or since the total for all 3 prep tables is $6,000, perhaps a capitalization threshold policy is not required?  Thank you.
    A copy of SFA’s Capitalization Threshold Policy is required for any piece of equipment requested that has a unit value of less than $5,000. See page 7 of the RFP for details.

  27. If you are requesting multiples of the same piece of equipment which can be in one application per the RFP, do you still need to provide a Capitalization Threshold Policy if say the 3 pieces of the same equipment are $2,000 each but the total ask in the application is $6,000?
    Yes.  A copy of SFA’s Capitalization Threshold Policy is required for any piece of equipment requested that has a unit value of less than $5,000. See the Equipment Definition section of the RFP for details.

  28. If the organization has a capitalization threshold policy at $1,000 for financial statement purposes can it still be included with equipment requests? Are they sill eligible to apply?
    Yes.  As stated in the RFP a copy of SFA’s Capitalization Threshold Policy is required for any piece of equipment requested that has a unit value of less than $5,000. See the “Equipment Definition” and “Eligible Applicant” sections of the RFP for details.

  29. If one piece of equipment – such as a cash register – for a serving line costs less than $2,000,   can it still be included in a serving line request (as long as the overall cost of all the serving          line pieces is higher than $2,000)?
    Yes.  Please refer to page 5 of the RFP.

  30. We are in the process of having a new building built.  Therefore, we do not have a        Certificate of Occupancy.  Must we wait until the building is complete in order to apply    for the equipment grant?
    SFAs must complete all activities (including expending the awarded funding and installation of awarded equipment etc.) within the project period begin and end dates.

    Project Dates: 8/1/2019-7/31/2020

    Equipment must be used in the building in which it was awarded to. Please see below for information on the Certificate of Occupancy and Fire Inspection requirement, for non-public schools only.

  31. We have a question about the requirement for the current building Fire Inspection indicating no violations from the local government authority.  We are unable to get a copy of      this.  However, we can't get the certificate of occupancy without having the inspection each year.  Would the certificate of occupancy count for this requirement as well?
    No, please refer to the required documents section of the RFP.

  32. Our middle school campus is moving into a new building in fall of 2019 and is currently sharing space with one of the elementary schools. Equipment would be for the new middle school facility. Can we still apply for kitchen equipment for the middle school even though at the time of the application we will not be located in the new building?
    No, SFAs must complete all activities (including expending the awarded funding and installation of awarded equipment etc.) within the project period begin and end dates.

    Project Dates: 8/1/2019-7/31/2020

    Equipment must be used in the building in which it was awarded to. Please see the above question for information on the Certificate of Occupancy and Fire Inspection requirement, for non-public schools only.

  33. Are we able to purchase a washing machine to wash rags and aprons and other kitchen related laundry?
    Yes, if it has been demonstrated through the submission that the washing machine will be used for the school food service, then it would be acceptable.

  34. Can you please list eligible equipment for schools that are not doing in house cooking?
    As stated in the RFP “The following list is intended to serve as a guideline when considering equipment options. SFAs are not limited to the items listed.  Equipment requested should contribute to improving your Child Nutrition Programs.

Prep Tables                           Cooking Equipment
Refrigeration Units                 Cold/Hot Holding Equipment
Salad Service Table                Reimbursable Meal Vending Machine
Slicer                                     Serving Line Equipment
Dishwashing Equipment         Mixer”

  1. Can you receive grant money for an electronic POS system?
    Please refer to the Electronic Point of Sale (POS) on page 5 of the RFP.

  2. Do we submit equipment purchase requests for the grant for FY ’20 to OMB for approval? If so, what happens if they are only partially approved and what are the next steps? Do we need to request all equipment needed to the grant list? If we receive the grant, can we only purchase equipment that OMB gave pre-approval for?
    Per NYSED Memo ‘Approval Process for School Food Authority (SFA) Equipment Purchases’ dated October 12, 2016, http://www.cn.nysed.gov/content/approval-process-sfa-equipment-purchases SFAs must request equipment purchase approval for equipment individually priced $5,000 or more. The Office of Child Nutrition is the pass-through entity that administers both the equipment purchase approvals and the equipment grant, if you receive the equipment grant then additional approval is not needed. SFAs can refer to the pre-approved equipment list to see if the equipment requested in their grant application needs additional approval. If the equipment needed is on pre-approved list, then SFAs should maintain the appropriate documentation on file. If the equipment needed is not on the pre-approved list, then SFAs should submit the appropriate form to request approval if they do not receive the equipment grant.

  3. Please clarify the statement on page 4 of the RFP: “FY 2018 Equipment Assistance Grant funding may not be used to purchase items that are used solely for the sale of a la carte products.” Does this mean we can’t purchase a milk cooler that would be used on the serving line for students who want to buy milk only? We also see that a vending machine is allowable (as stated further down on page 4 of the RFP), but wouldn’t that be used only for the sale       of a la carte items?
    A request for a milk cooler would be eligible if the milk cooler meets the definition of equipment as written in the RFP and the cooler will be used to store milk for reimbursable lunch meals as part of the National School Lunch Program (NSLP). FY 2017 NSLP Equipment Assistance Grant funding may not be used to purchase items that are used solely for the sale of a la carte products. Therefore, if the milk cooler will be used solely for a la carte purchases, it does not qualify as an allowable equipment request.

    A request for a vending machine would be eligible only if the vending machine was used to sell a reimbursable lunch as part of the National School Lunch Program (NSLP).

    The equipment purchased with the FY 2017 NSLP Equipment Assistance Grant must be used to support the federally assisted school nutrition programs.

    FY 2017 NSLP Equipment Assistance Grant funding may not be used to purchase items that are used solely for the sale of a la carte products. Therefore, if the milk vending machine will be used for a la carte purchases, it does not qualify as an allowable equipment request.

  4. Do we need to include spec sheets for every model considered, or just that model ultimately selected?
    Applicants should submit supporting documentation to adequately address the criteria in Section 4 – Research and Budget of the Application Form. Applicants are encouraged to submit supporting documentation for all equipment considered to demonstrate that alternative pieces of equipment were researched.

  5. If a BOCES is operating a central kitchen in a school district can equipment for that central kitchen be funded through this grant opportunity? Would the district that houses that central kitchen need to be the applicant and also need to be part of the National School Lunch Program, to be eligible?
    Yes, equipment requests for central kitchens will be considered. The applying district should indicate that the site is a central kitchen and should list all the RAs served by the central kitchen on the application. Please refer to the eligible applicants section of the RFP for details.

  6. If we are awarded this grant will it require us have an organization-wide audit at the end of fiscal year, because it will be considered federal funding, versus a single program audit?
    Yes, receiving funds from this grant opportunity may put the SFA above the $750,000 threshold which would require the SFA to conduct an organization-wide audit. For additional information please see page 9 of the RFP.

  7. We are a charter network with (3) elementary schools and (1) middle school campus. If we apply for one elementary school and the middle school campus does that mean, we can apply for up to $20k per school for a total of $40k?
    Yes, please refer to page 5 of the application for more details.

  8. Do we need to use combined enrollment for free and reduced lunch for the two schools on each of their applications if they currently use a central kitchen, but knowing they will have separate kitchens during the grant project period?
    No, the free and reduced pricing is listed only on the selection criteria form which the SED Child Nutrition Office calculates this percentage for all applicants.

  9. Is the Total Per Unit Cost line the total sum of the previous line item costs (Equipment Cost + Delivery Cost + Installation Cost + Disposition of Old Equipment Cost + Other Cost)?
    Yes, please refer to page 9 in the RFP for more details.

  10. Are we required to submit quotes for a minimum of 3 vendors (under section 4.) Research and Budget) and how many out of the 3 vendors have to come from a M/WBE?
    Generally, applicants should obtain and include three or more vendor quotes for each piece of requested equipment with the application to demonstrate that applicants have thoroughly researched alternative pieces of equipment. NYSED has not established M/WBE goals for this grant. Nevertheless, NYSED remains committed to promoting the participation of certified Minority and Women-Owned Business Enterprises to the greatest extent possible. Therefore, NYSED strongly encourages applicants to seek New York State certified M/WBE subcontractors at a participation rate of 30%. An applicant’s M/WBE participation rate is not part of the competitive scoring process.
Last Updated: February 15, 2019 6:26 PM