LFPP Grant Process (voluntary)

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Catalog of Federal Domestic Assistance Number 10.168

FARMERS MARKET
PROMOTION PROGRAM

2012 GUIDELINES

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New
for
2012

Farmers
Market
Promotion
Program

______________________
If you have applied for FMPP funding in the past, it is important that you read the entire FMPP
Guidelines. There are numerous changes and new requirements for 2012, including:
• No hard-copy applications will be accepted by mail or hand-delivery. No electronic
applications will be accepted by facsimile or electronic mail.
•

ALL applications MUST BE submitted via www.Grants.gov (there will be no exceptions);
enter the “CFDA Number” 10.168 for the 2012 FMPP grant application.

•

NOTE that it could take 3–5 business days, or up to 2 weeks before your Central
Contractor Registration (CCR) can become active. CCR registration must be completed
and active prior to applying through Grants.gov. Grants.gov registration takes
approximately 3–5 business days to become active.

•

Applications via Grants.gov must be RECEIVED on or before due date.
FMPP Priority Projects are food deserts and low income communities.
All (TM) forms TM-29, TM-30, and TM-31are required for the 2012 application.
Contractor/sub-awardee (receiving $25,000 or more in FMPP funds) must be registered
with CCR and have a DUNS number.

•
•
•
•

Contractor/sub-awardee’s debarment/suspension status must be included in the
application.

•

SEPARATE APPLICATIONS are required for proposals that contain EBT project
activities AND non-EBT project activities.

•

No consecutive grant awards.
Evaluation criteria weight budget and collaborative arrangements equally.
Grounds for application rejection are expanded.

•
•

Applicants that are employed by eligible organizations that are NOT applying under this 2012
grant program may elect to serve as FMPP peer reviewers. See the FMPP Web site at
www.ams.usda.gov/FMPP for more information.

FMPP-2012

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TABLE OF CONTENTS
I.

PROGRAM BACKGROUND AND SCOPE ...................................................................... 5

II.

ELIGIBLE ENTITIES .................................................................................................. 5
A.

Agricultural Cooperative. ................................................................................................ 6

B.

Producer Network. ........................................................................................................... 6

C.

Producer Associations...................................................................................................... 6

D.

Local Government. .......................................................................................................... 6

E.

Nonprofit Corporation. .................................................................................................... 6

F.

Public Benefit Corporation. ............................................................................................. 6

G.

Economic Development Corporation. ............................................................................. 6

H.

Regional Famers Market Authority. ................................................................................ 6

I.

Tribal Government. .......................................................................................................... 6

III.

ELIGIBLE GRANT USES ........................................................................................... 7

A.

Grant Uses ........................................................................................................................ 7
1. Eligible Projects. .............................................................................................................. 7
2. Eligible Activities............................................................................................................. 7
3. FMPP Priorities ................................................................................................................ 8

B.

EBT Projects .................................................................................................................... 9
1. EBT Legislative Mandate................................................................................................. 9
2. Project Title. ................................................................................................................... 10
3. EBT Incentives. .............................................................................................................. 10

C.

New AND Existing EBT Projects.................................................................................. 10
1. New EBT Budget. I ....................................................................................................... 10
2. Existing EBT Budget. .................................................................................................... 10

D.

New/Existing EBT AND Non-EBT Projects ................................................................. 11
1. New/Existing EBT Application. .................................................................................... 11
2. Non–EBT Application.................................................................................................... 11
3. Multiple Application Submissions. ................................................................................ 11

E.
F.

EBT/Non-EBT Project Application Submission Matrix ............................................... 12
Ineligible Grant Uses ......................................................................................................13

IV.

APPLICATION DEADLINE ..................................................................................... 13

V.

APPLICATION PROCEDURES AND REQUIREMENTS ................................... 13
A.

Required Forms .............................................................................................................. 13
1. Form SF-424 - Application for Federal Assistance. ...................................................... 13

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2. Form SF-424A - Budget Information - Non-Construction Programs. ........................... 13
3. Form SF-424B - Assurances - Non-Construction Programs. ......................................... 13
B.

Written Proof of Eligibility ............................................................................................ 14
1. Acceptable Proof - Paperwork Examples....................................................................... 14
2. Unacceptable Proof - Paperwork Examples. .................................................................. 15

C.

DUNS Number............................................................................................................... 15

D.

Registration with the Central Contractor Registry......................................................... 15

E.

Contractors and Subgrantees.......................................................................................... 15

F.

Intergovernmental Review (SPOC List) – Executive Order 12372............................... 16

G.

Proposal Narrative and Budget ...................................................................................... 16
1. Project Title. ................................................................................................................... 16
2. Applicant/Organization Information. ............................................................................. 16
3. Primary Project Manager Information. .......................................................................... 16
4. Requested FMPP Funding and Matching Funds. ........................................................... 16
5. EBT, Equipment, Supplies, and Promotional Projects................................................... 17
6. Entity Type/Eligibility Statement. ................................................................................. 17
7. Executive Summary. ...................................................................................................... 17
8. Goals of the Project. ....................................................................................................... 17
9. Background Statement. .................................................................................................. 17
10.Workplan and Resource Requirements. ......................................................................... 17
11.Expected Outcomes and Project Evaluation. ................................................................. 17
12.Beneficiaries. .................................................................................................................. 18
13.Evaluation Criteria Statements. ...................................................................................... 18
14.Existing and Pending Support. ....................................................................................... 18
15.Supplemental Budget Summary ..................................................................................... 18
16.Primary Proposal Activity. ............................................................................................. 21
17.Proposal Activities. ........................................................................................................ 21

H.

Supporting Documents................................................................................................... 21

VI.

COMPLETED APPLICATIONS .............................................................................. 23

A.

Application Submission Checklist ................................................................................. 23

B.

Electronic Submissions via Grants.gov ......................................................................... 24
1. Grants.gov Document Format ........................................................................................ 24

C.

Paper Application for Scanned Submission................................................................... 25

D.

2011 Awardees and Consecutive Grant Awards ........................................................... 25

VII.

FMPP-2012

PROPOSAL EVALUATION...................................................................................... 26

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A.

Method of Evaluating Proposals .................................................................................... 26
1. Direct Benefit to Farmers/Producers .............................................................................. 26
1. Quantitative Evaluation and Measurement of Project’s Long Term Impact ................. 26
2. Reasonableness of Budget .............................................................................................. 28
3. Capacity, Collaboration, and Partnership Participation ................................................. 28
4. Need for the Project........................................................................................................ 28
5. Sustainability .................................................................................................................. 28
6. Addresses the FY-2012 FMPP Priorities ....................................................................... 29

B.

Application Scoring Summary....................................................................................... 29

VIII.

POST-AWARD MANAGEMENT OF FMPP GRANTS ......................................... 29

A.

FMPP Grant Award Announcement .............................................................................. 29

B.

Responsibilities of Grant Recipients .............................................................................. 29

C.

Subaward Reporting System (FSRS) ............................................................................. 30

D.

FMPP Orientation and Training..................................................................................... 31
1. Orientation and Training. ............................................................................................... 31
2. Representatives............................................................................................................... 31
3. Training Dates. ............................................................................................................... 32

E.

Award Terms and Conditions ........................................................................................ 32

F.

Unallowable Costs ......................................................................................................... 34
1. General Costs ................................................................................................................. 34
2. Selected Items of Cost .................................................................................................... 34

G.

Prior Approval Requirements ........................................................................................ 35
1. Key Personnel Change ................................................................................................... 35
2. Scope or Objective Changes. ......................................................................................... 35
3. Change in Project Leaders.............................................................................................. 36
4. Budget Changes.............................................................................................................. 37
5. Extension of Grant Agreement....................................................................................... 37

IX.

REPORTING REQUIREMENTS FOR AWARDED PROJECTS ........................ 38

A.

Performance Reports .................................................................................................... 38

1.

Semi-Annual Performance Reports. .............................................................................. 38

2.

Final Performance Report. ............................................................................................. 38

B.

Financial Reports .......................................................................................................... 38
1. Quarterly Federal Financial Reports. ............................................................................. 38
2. Final Federal Financial Reports. .................................................................................... 39

X.

FMPP-2012

REQUESTS FOR PAYMENT.................................................................................... 39

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A.

SF-270 Paper Request System ....................................................................................... 39

XI.

GRANT CLOSEOUT .................................................................................................. 40

XII.

RECORD RETENTION ............................................................................................. 40

XIII.

FMPP CONTACTS ..................................................................................................... 41

APPENDIX 1 Territories of the United States Eligible Under FMPP
APPENDIX 2 Central Contractor Registry (CCR)
APPENDIX 3 FMPP Applciation Submission via Grants.gov

According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not
required to respond to a collection of information unless it displays a valid OMB control number. The valid OMB
control number for this information collection is 0581-New. The time required to complete this information
collection is estimated to average 6 hours per response, including the time for reviewing instructions, searching
existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of
information. The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities
on the basis of race, color, national origin, age, disability, and where applicable sex, marital status, or familial
status, parental status religion, sexual orientation, genetic information, political beliefs, reprisal, or because all or
part of an individual’s income is derived from any public assistance program (not all prohibited bases apply to all
programs). Persons with disabilities who require alternative means for communication of program information
(Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at (202) 720-2600 (voice and TDD).
To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW,
Washington, DC 20250-9410 or call (800) 795-3272 (voice) or (202) 720-6382 (TDD). USDA is an equal
opportunity provider and employer.

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I.

PROGRAM BACKGROUND AND SCOPE

The Agricultural Marketing Service (AMS) has announced the availability of approximately $10
million in competitive grant funds in fiscal year (FY) 2012 to be awarded through the Farmers
Market Promotion Program (FMPP). This competitive program is administered by the
Marketing Grants and Technical Services Branch (MGTSB), Marketing Services Division
(MSD) of AMS and is designed to promote the domestic consumption of agricultural
commodities by expanding direct producer-to-consumer marketing opportunities. The
authorizing legislation for the FMPP includes the Agricultural Act of 1946 (7 U.S.C. 16211627), the Farmer-to-Consumer Direct Marketing Act of 1976 (7 U.S.C. 3001-3006) and the
recent amendment to the 1976 Act, the FMPP (7 U.S.C. 3005).
Over $23.3 million in grant funds were awarded for FMPP from 2006-2011. AMS awarded 20
grants in 2006; 23 grants in 2007; 85 grants in 2008, 86 grants in 2009, 81 grants in 2010, and
149 grants in 2011.
The minimum award per grant is $5,000 and the maximum is $100,000. Matching funds are
not required. An applicant is limited to one grant in a grant-funding year. FMPP funding will
be available for use beginning in October 2012. Projects must not exceed 24 months in length;
project work should begin October 1, 2012 and may end no later than September 30, 2014.
Only applications submitted and accepted by Grants.gov on or by 11:59 p.m. EST on
May 21, 2012, will be considered by FMPP.
These guidelines will help applicants and their cooperators develop proposals and carry out
the administrative and procedural requirements for FMPP grant applications and projects.

II.

ELIGIBLE ENTITIES

All applicants shall be domestic entities, i.e., only those owned, operated, and located within
one or more of the 50 United States, the District of Columbia, and the U.S. territories (see
Appendix 1). ALL applications must contain all required paperwork in order to be
considered. There will be NO EXCEPTIONS.
Under this program, eligible entities must apply for FMPP funds on behalf of direct marketing
operations that benefit two or more farmers, producers, or farm vendors who produce and sell
their own products through a common distribution channel directly to consumers. Production
and processing of farm products for direct sale to consumers must represent the core business of
the direct marketing operation. AMS will award grants to and oversee the implementation of
projects that encourage the development, promotion, and expansion of direct marketing of
agricultural commodities from farmers to consumers.
Proprietary projects and projects that benefit one agricultural producer or an individual will

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not be considered. Moreover, any information or data derived from an FMPP-funded project,
along with any report developed from this information or these data sources, must be made
available to AMS, which reserves the right to share these results with the general public.
Eligible entities are:
A.

Agricultural Cooperative. A group-owned or member-owned entity or business that
provides, offers, or sells agricultural products or services for the mutual benefit of the
members thereof.

B.

Producer Network. A producer group- or member-owned organization or business that
provides, offers, or sells agricultural products or services through a common distribution
system for the mutual benefit of the members thereof.

C.

Producer Associations. An organization or other business that assists or serves,
represents, or serves producers or a producer network.

D.

Local Government. Any unit of government within a State, including a county,
borough, municipality, city, town, township, parish, local public authority, special district,
school district, intrastate district, council of governments, or other instrumentalities of local
government.

E.

Nonprofit Corporation. Any organization or institution, including nonprofits with
State or IRS 501 (c) status and accredited institutions of higher education, where no part of
the net earnings of which inure to the benefit of any private shareholder or individual.

F.

Public Benefit Corporation. A corporation organized to construct or operate a public
improvement, the profits from which inure to the benefit of a State(s) or to the people
thereof.

G.

Economic Development Corporation. An organization whose mission is the
improvement, maintenance, development and/or marketing or promotion of a specific
geographic area.

H.

Regional Famers Market Authority. An entity that establishes and enforces regional,
State, or county policies and jurisdiction over State, regional, or county farmers markets.

I.

Tribal Government. A governing body or a governmental agency of any Indian tribe,
band, nation, or other organized group or community (including any native village as
defined in section 3 of the Alaska Native Claims Settlement Act, 85 Stat. 688 (43 U.S.C. §
1602)) certified by the Secretary of the Interior as eligible for the special programs and
services provided through the Bureau of Indian Affairs.

All eligible entities must be identified accordingly and legally by a State or Federal Agency.

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III.

ELIGIBLE GRANT USES

A. Grant Uses
1. Eligible Projects. Project(s) must establish, expand, or promote direct producer-toconsumer marketing activities within the United States, the District of Columbia, and
U.S. territories.
In general, the project(s) must increase domestic consumption of agricultural
commodities by: (a) improving and expanding, or assisting in the improvement and
expansion of, domestic farmers markets, roadside stands, community-supported
agriculture programs, agritourism activities, or other direct producer-to-consumer market
opportunities; or (b) developing, or aiding in the development of, new farmers markets,
roadside stands, community-supported agriculture programs, agritourism activities, or
other direct producer-to-consumer marketing opportunities.
FMPP will not fund a project that is dependent upon a critical component not in
place at the time of application submission. The proposed project must not be
dependent on the completion of another project or the receipt of another grant.
Documentation must be submitted.
2. Examples of Eligible Activities. Activities that are appropriate for FMPP grants include,
but not limited to:
• Direct marketing of agricultural commodities
•
•
•
•
•
•
•
•
•
•

Increasing farmer revenue and efficiency, or reducing expenses
Infrastructure for electronic purchasing, value-added processing and packaging, and
refrigerated storage
Operational or market management issues
Use and effect of market promotion and the measurement of its impact
Training, education, networking, and technical assistance
Transportation and delivery systems
Professional development, training, educational (including distance learning),
business marketing, and recruitment and recruitment programs for new, existing and
transitioning farmers

•

Professional development, training, and educational programs (including distance
learning) for farmers market managers, and boards/organizations that manage and/or
operate farmers markets or other direct marketing enterprises

•

Business planning, market growth management, and recordkeeping
Consumer trends and/or changing ethnic demographics, and their relationship to
customer purchasing patterns

•

FMPP-2012

Enhancing product value and sales
Farmers market startups
Assessment/evaluation of the impact(s) of the vendors and/or direct markets in
providing access to fresh fruits and vegetables to low-income communities

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•

Alternative purchasing methods, such as Women, Infants, and Children Farmers
Market Nutrition Programs (WIC-FMNP); Senior Farmers Market Nutrition
Program (SFMNP) coupons, and debit/credit technologies, excluding projects that
request money for vouchers

•

Establishment of healthy, direct-market, food retail outlets in a food desert or a lowincome area with at least a 20 percent poverty rate

•

Development of a direct producer-to-consumer marketing association or other
organization

•

Strategies for addressing liability coverage and insurance
Facility planning and/or design
Food safety and handling
Green/renewable technology
Waste management/recycling

•
•
•
•

3. FMPP Priorities
a. 2012 Priorities. In an effort to reduce the number of urban, rural, and tribal areas
with limited access to affordable and nutritious food in the United States, USDA
gives funding priority for the development of direct producer to consumer initiatives
in food deserts and low-income communities as defined in section III.A.3b below.
Projects addressing either of these priorities will receive 5 additional points in the
project scoring process. While projects that address this priority are particularly
encouraged, all eligible activities will receive full consideration.
Increasing Healthy Food Access in Food Deserts and Low-income Communities projects with measurable output and outcome that focus on developing healthy food
direct-marketing outlets in food deserts and low-income communities. These projects
must improve food access by developing and expanding marketing outlets that sell
healthy foods in food desert and low-income communities or improve infrastructure
(processing, storage, and other equipment) and distribution (transportation, including
refrigerated transportation) for direct marketing outlets. Under FMPP, healthy foods
include whole foods such as fruits, vegetables, whole grains, fat-free or low-fat dairy,
perishable (fresh, refrigerated, or frozen) or canned lean meats, and nutrient-dense
foods and beverages encouraged by the 2010 Dietary Guidelines for Americans. See
the Guidelines for more information. Direct producer-to-consumer marketing outlets
will include, but not be limited to, farmers markets, CSAs, and road-side stands.
b. Determining food desert designation. USDA uses census tracts as units of
analysis for identifying food deserts. Census tracts are considered food deserts if
they:
•

FMPP-2012

Qualify as “low-income communities,” having 1) a poverty rate of 20
percent or greater, 2) a median family income at or below 80 percent of the
area median family income; AND

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•

Qualify as “low-access communities,” based on the determination that at
least 500 persons and/or at least 33 percent of the census tract’s population
live more than 1 mile from a supermarket or large grocery store (10 miles,
in the case of non-metropolitan census tracts).

c. Preparing the application:
The title of a proposal should capture the primary focus of the project; also add
“Food Desert Project” to the title. Food desert projects may be hereafter
referred to as “priority projects.”
To determine if your project is located in a food desert, visit the USDA Food Desert
Web site at http://apps.ams.usda.gov/fooddeserts/foodDeserts.aspx and follow the
instructions on the web page for using the ERS Food Desert Locator.
The application’s Executive Summary MUST include the:
•

Project implementation address (street address, city, state, zip code, and
county),

•

11-digit Tract FIPS Code for the address – formatted as XX-XXX-XXXXX
and a brief description of the targeted low-access population.

If a project is not in a food desert but will be implemented in a low-income area
with at least a 20 percent poverty rate, the Executive Summary MUST include the:
•

Project implementation address (street address, city, State, zip code, and
county),

•

Poverty rate (must use the “all people in poverty (2010) data). To find the
poverty rate for your county visit http://www.ers.usda.gov/data/povertyrates
and click on your State. Find the appropriate county where your project will
be implemented and include that poverty rate (use the 2010 data for “all
people in poverty”) in the summary, AND a brief description of the targeted
low-access population.

B. EBT Projects
1. EBT Legislative Mandate. Under the 2008 Farm Bill additions, AMS has a mandate
to utilize 10 percent of total funding for “new EBT projects at farmers markets.”
New EBT project means a new or start-up initiative at a farmers market where EBT
(Electronic Benefits Transfer, used to pay for SNAP and WIC Federal nutritional
assistance benefits) has not been initiated or implemented. The farmers market must also
have been in business for one or more market years.
Additionally, the mandate states that the grant must not be “used for funding the
ongoing cost of carrying out any (EBT) project” and must also “demonstrate a plan

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to continue to provide EBT card access at one or more farmers markets following
the receipt of the grant.” FMPP will fund new EBT start-up costs, which may include:
equipment/supplies (terminals, computers, tokens, tables, chairs),
advertisement/promotion (signage, radio/newspapers), and outreach (fliers, posters).
FMPP will NOT fund internet/on-line SNAP payments.
Note: States will receive a portion of federally available dollars for equipping farmer’s
markets (only) with wireless point-of-sale equipment beginning this year. Contact your
State Human Services Agency to determine whether sufficient funding is available to
cover equipment costs prior to submitting your grant request. AMS grant funds requested
may then be better utilized on the non-equipment costs noted above.
New EBT projects at roadside stands, community supported agriculture programs,
agritourism activities, and other direct producer-to-consumer marketing channels other
than farmers markets are eligible for grant funds but will not count toward the 10
percent legislative mandate.
Existing EBT project means a farmers market that already has an EBT system in place,
or requests funding for ongoing costs of carrying out any EBT project. Existing EBT
projects are encouraged, but they do not count toward the 10 percent legislative
mandate.
EBT (new/existing) AND non-EBT project activities are not permitted in the
same application. See sections III.B.2., and III.D. through III.F. for additional
information.
2. Project Title. The title for new/existing EBT proposals should capture the primary
focus of the project. When an applicant submits a proposal that includes a new EBT
project at one or more farmers markets, indicate “New EBT Project” in the project
title. If your proposal is an existing EBT project, use “Existing EBT Project” in
the project title.
3. EBT Incentives. FMPP will not fund vouchers, incentives, or coupons.

C. New AND Existing EBT Projects
Applicants must submit a single application for a new EBT AND an existing EBT project.
This application will require one narrative and two supplementary budget summaries
for each EBT activity (new and existing). Each budget summary must be able to stand
alone.
1. New EBT Budget. Include all costs related to the activities under the New EBT
Project work ONLY and be labeled as “New EBT Project.” AMS requires the use of
TM-31, Supplemental Budget Summary and Instructions for EBT Projects Only. AND
2. Existing EBT Budget. Include all costs related to the activities under the Existing EBT
Project work ONLY and be labeled as “Existing EBT Project.” AMS requires the use
of TM-31, Supplemental Budget Summary and Instructions for EBT Projects Only.

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D. New/Existing EBT AND Non-EBT Projects
Two applications are required - Each project/application must be able to stand alone.
Projects that are dependent on another FMPP application will not be considered:
1. New/Existing EBT Application. Contains all required paperwork within the checklist
(VI.A.); budget(s) in III.C.; AND
2. Non–EBT Application. Contains all required paperwork within the checklist (VII.A.).
The TM-30, Supplemental Budget Summary Form may be used for requests and costs
related to all other (non-EBT-related) project activities.
3. Multiple Application Submissions. Multiple applications cannot be submitted in one
Grant.gov submission.

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E. EBT/Non-EBT Project Application Submission Matrix

Type of Project

Number of
Grants.gov
Application(s)
Needed

1st Grants.gov
Application*
Must Contain a
Narrative For

2nd Grants.gov
Application*
Must Contain a
Narrative For

Number
of
Budgets
Needed

Non-EBT Only

One

Non-EBT

n/a

One1

Two

Non-EBT Only

New EBT Only

Two1,2

Two

Non-EBT Only

Existing EBT
Only

Two1,2

Two

Non-EBT Only

New EBT +
Existing EBT

Three3

New EBT Only

One

New EBT

n/a

One2

Existing EBT Only

One

Existing EBT

n/a

One2

One

New EBT +
Existing EBT

n/a

Two4

Non-EBT +
New EBT
Non-EBT +
Existing EBT
Non-EBT +
New EBT +
Existing EBT

New EBT +
Existing EBT

* “Application” means a completely separate narrative (for topic specified) plus all other items in the checklist in
Section VI.A. Use TM-29, Project Proposal Narrative Form for the narrative(s).
1

Need 1 budget – Use TM-30, Supplemental Budget Summary Form for non-EBT budget.

2

Need 1 budget –Use TM-31, Supplemental Budget Summary and Instructions for EBT Projects Only Form for
EBT budget.

3

Need 3 budgets – Use TM-30, Supplemental Budget Summary Form (for non-EBT budget) and two forms
TM-31 (one for each EBT budget).

4

Need 2 budgets – Use TM-31, Supplemental Budget Summary and Instructions for EBT Projects Only Form
(for each new EBT and existing EBT budget).

NOTE: Failure to follow application submission instructions will cause rejection of application
(This space left intentionally blank.)

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F. Ineligible Grant Uses
FMPP funds cannot be used to pay for:
• Land/Buildings
The acquisition of land or the purchase, construction, rehabilitation, or repair of a building
or facility.
• Political Activities
The development of and/or participation in political or lobbying activities (7 CFR part
3018).
• Prohibited Activities
Any activities prohibited by 7 CFR parts 3015, 3016, and 3019; FAR 31.2; and the
unallowable costs provided in section IX.F.
• Existing or Pending Funded Activities
Any activity currently funded or pending support by a Federal Agency. Any activity that
duplicates or overlaps substantially with one already reviewed and funded by another
Federal agency will not be funded by FMPP.

IV.

APPLICATION DEADLINE

Electronic applications must be submitted via Grants.gov by 11:59 p.m. EST on May 21,
2012. Paper applications will NOT be accepted. Since a password is required from
Grants.gov, applicants are strongly encouraged to initiate the electronic submission process at
least four weeks prior to the application deadline. See section Appendix 3 for specific
information about Grants.gov submissions.

V.

APPLICATION PROCEDURES AND REQUIREMENTS

A. Required Forms
All of the following necessary forms are available via the Grants.gov Web site, along with
step-by-step instructions for completion. See also “How to Apply for an FMPP Grant.”
1. Form SF-424 - Application for Federal Assistance. This form must be complete and
have all the required documents attached. THERE WILL BE NO DEVIATIONS
FROM THIS REQUIREMENT.
2. Form SF-424A - Budget Information - Non-Construction Programs.
3. Form SF-424B - Assurances - Non-Construction Programs.

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B. Written Proof of Eligibility
All applicants must provide written proof of eligibility from a U.S. State or Federal source.
Official documentation means a copy that includes the organization’s eligibility status from
the State (including all State governments and/or State Departments of Agriculture) or the
Federal Government (including all Federal Executive Departments and/or the Internal
Revenue Service). Written proof of eligibility must be included in the application
package for all entities; THERE WILL BE NO EXCEPTIONS.
FMPP reserves the right to 1) request a certified copy or view the original documentation to
confirm proof of eligibility, 2) reject an application with inappropriate written eligibility
documentation, and/or 3) reject an application if the documentation received is not in
effect/has expired or has not been received with the application package by the application
deadline.
1. Acceptable Proof - Paperwork Examples

FMPP-2012

•

Agricultural Cooperatives – Copy of the organization’s current, official
articles of incorporation from the State or the Internal Revenue Service
indicating its agricultural cooperative status.

•

Local Government – Copy of (a) charter from the Federal Government or
State/County indicating local government status, or (b) award or letter from the
U.S. State or Federal government, i.e., Department of Agriculture (or other
Federal Executive Departments), which includes or indicates the official local
government status.

•

Producer Network/Producer Association – Copy of the organization’s current,
official articles of incorporation from the State or the Internal Revenue Service
that indicates that the mission of the business is to provide, offer, sell
agricultural products/services; or serves, represents, or serves producers or
producer networks.

•

Non-Profits/Universities – Copy of the organization’s current, official articles
of incorporation from the State or the Internal Revenue Service indicating its
501(c) status.

•

Public Benefit/Economic Development Corporation – Copy of (a) the
organization’s current, official articles of incorporation from the State or the
Internal Revenue Service, or (b) award or other acknowledgement/notification
from the U.S. State or Federal Government indicating organization’s status as a
public benefit/economic development organization.

•

Regional Farmers Market Authority – Copy of (a) charter from the State, city,
county, parish, borough, or (b) award or other acknowledgement or notification
from the U.S. State or Federal government indicating organization’s official
status as a farmers market authority.

•

Tribal Government – Copy of the Federal Register Notice listing the
organization as a Federally-recognized Tribal government.

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2. Unacceptable Proof - Paperwork Examples. All Entities:
•

Copies of incorporation paperwork filed by an organization to the State or
Internal Revenue Service.

•

Letter or other documentation from a university, board/president, lawyer,
accountant, business, or anyone else (from non-State or non-Federal source)
indicating the organization’s eligibility or status.

•

Copies of the organization’s completion of Forms 1024, 1099, 2290, or 1040;
and any other form your organization has submitted to the Internal Revenue
Service or the Federal/State government.

C. DUNS Number
All Federal grants (68 FR 38402) require a Dun and Bradstreet Data Universal Numbering
System (DUNS) number. If your organization does not have a DUNS number, you may
acquire one online at no cost at http://fedgov.dnb.com/webform, or by calling the dedicated
toll-free DUNS line at 1-866-705-5711.
All applicants must have an approved and valid DUNS number to register with CCR
and apply via Grants.gov.
D. Registration with the Central Contractor Registry
All applicant organizations applying for FMPP Federal funding must create a user
account and register with the Central Contractor Registration (CCR) database at
www.CCR.gov (see Appendix 2).
NOTE: CCR registration takes from 3 business days to 2 weeks before the CCR
registration becomes active.
E. Contractors and Subgrantees
Applicants/awardees must provide the following contractor/subgrantee paperwork to
FMPP with their incoming application:
1. CCR and DUNS Number. Documentation that all contractors and
subgrantees: 1) are registered with CCR and 2) have a DUNS number. This
requirement applies to all contracts and subawards greater than $25,000 made with
FMPP funds. All subcontractors and subawards must also be reported by the
FMPP awardee in the Federal Funding Accountability and Transparency Act
(FFATA) Subaward Report (see section IX.C).
2. Debarment Status. Written documentation that all contractors and
subgrantees provided with FMPP grant funds must not be debarred or
suspended. Prior to submitting the application, applicants must check the
Excluded Parties List System at www.epls.gov ) (using the Federal tax

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identification number (TIN or EIN) to verify the debarment status of all
contractors/subcontractors. A copy of the debarment search results screen for each
contractor or subgrantee must be attached to the FMPP grant application package.
F. Intergovernmental Review (SPOC List) – Executive Order 12372
The Farmers Market Promotion Program is eligible for coverage under Executive Order
12372, "Intergovernmental Review of Federal Programs." Under this order, States may
design their own process for reviewing and commenting on proposed Federal assistance
under covered programs. An applicant should consult the office or official designated as the
single point of contact (SPOC) in his or her State for more information about the process the
State requires to be followed in applying for assistance, and if the State has selected FMPP
for review.
Applicants are encouraged to check www.whitehouse.gov/omb/grants_spoc for contact
information and to determine whether your State appears on the list. If a State does
not appear on the list it has chosen not to participate, select “15.b. Program is subject to
E.O. 12372 but has not been selected by State for review.”
Regardless of whether or not your State participates in this intergovernmental review, ALL
applications must be received by FMPP no later than the application deadline.
G. Proposal Narrative and Budget
The narrative portion of the project proposal must be: single-sided, typed, and not exceed
12 pages. Additionally, the font type must be Times New Roman font, 12 pt. pitch, singlespaced, and typed on 8.5 x11 inch-paper. NO HANDWRITTEN APPLICATIONS WILL
BE ACCEPTED.
FMPP requires each applicant to prepare their narrative using the TM-29 Project Proposal
Narrative Form. In order to expedite the application review process, TM-29 narrative
has been organized using the following headings:
1. Project Title. Must capture the primary focus of the project, and match the title
provided on Form SF-424. Indicate in the title if the project includes a 1) “New EBT”
2) “Existing EBT” or 3) “Food Desert” component.
2. Applicant/Organization Information. Provide the applicant/organization name,
contact name, mailing address, telephone and fax number. Also provide the email
address for the person designated to answer questions about the application, financial
information, and the proposed budget request.
3. Primary Project Manager Information. Provide the name, mailing address, telephone
and fax number, and email address for the person(s) responsible for managing and/or
overseeing the project.
4. Requested FMPP Funding and Matching Funds. Indicate the dollar amount (use
whole dollar amounts only, do not use cents) requested from FMPP. Do not include

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funding from in-kind work from other sources in the “Requested FMPP Funding”
section. Include other funding sources, matching, and in-kind contributions in the
“Matching Funds” section as applicable.
5. EBT, Equipment, Supplies, and Promotional Projects. Answer either “Yes” or “No”
to whether your proposal includes a new or existing electronic benefits transfer (EBT)
component or if it includes purchases of equipment, supplies, or other promotional items.
6. Entity Type/Eligibility Statement. Indicate the entity type of the
applicant/organization. Provide an explanation of how the applicant/organization
qualifies as an eligible entity.
7. Executive Summary. Should not exceed 200 words and must include the
following: a project description, goals to be accomplished, stages of work and
resources required, expected timeframe for completing all tasks and results, and the
primary project manager responsible for the project.
For food desert projects, the complete project implementation address (including the
county) and the 11-digit Tract FIPS Code – formatted as XX-XXX-XXXXX –
MUST be included in the Executive Summary with a brief description of how your
project will reach low access communities within the targeted census tract. If a
project will be implemented in a low-income area with a poverty rate of at least 20
percent, the complete project implementation address (including the county) and the
poverty rate MUST also be included in the Executive Summary. See section
III.A.3. for detailed information.
8. Goals of the Project. Provide a clear statement (no more than two sentences)
focusing on the ultimate goal(s) and objective(s) of the project.
9. Background Statement. Provide specific information affecting your project(s).
Describe past, current, and/or future events, conditions, or actions taken that justify the
need for the project, which may include conclusions of a local-level analysis regarding
food access. Correlate the background and purpose of the activity to support your
project issue. The relevance of the experience of the organizations that are involved in
the proposed project, including the applicant entity and project partners and
subcontractors/sub-awardees, and the type and extent of support that other
organizations will be providing will be considered as important background
information.
10. Workplan and Resource Requirements. Provide a timeline and a planned scope of
work, including anticipated stages (benchmarks) and the resources required to complete
each activity. Applications without a timeline will NOT be considered. Identify who
will do the work, whether collaborative arrangements or subcontractors will be used, the
resource commitments of the collaborators, and the role(s) and responsibilities of each
collaborator or project partner. Indicate in-kind and volunteer work, and whether
matching or other funding is being provided.
11. Expected Outcomes and Project Evaluation. Describe what is to be accomplished, the

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expected results, and how success will be measured at the completion of the project
(quantitative and qualitative evaluation measurement of project’s impact).
Developing and documenting the baseline, benchmarks, outputs/activities, and
anticipated outcomes/results will assist in providing performance measures as the project
moves forward. This information will be the basis of interim performance reports and
evidence of project impact for the final performance report. A model that is frequently
used in this planning and performance measurement is a logic model. The applicant must
provide a logic model that indicates the outputs, outcomes, and monitoring mechanisms
to track the project and financial data. For assistance with creating a logic model for your
project, to be included in your narrative, see FMPP Performance Measurement and
Evaluation. At least one metric of performance must be specified with plans for
measurement provided.
12. Beneficiaries. Identify the individuals, organizations, and/or entities that will benefit
from the project outcome and how they will benefit.
13. Evaluation Criteria Statements. Use the evaluation criteria as headings (VII.A.).
Summarize how the project addresses each criterion. Provide references to the workplan
and other narrative sections, as needed, to justify the project’s plan and merit.
14. Existing and Pending Support. List all current and pending public or private support.
Also, include personnel identified in the narrative who have committed portions of their
time, whether or not salary support for persons involved is included in the budget. An
application that duplicates or overlaps substantially with an application already reviewed
and funded by another organization or agency will not be funded under FMPP.
15. Supplemental Budget Summary (DOES NOT count toward the narrative’s 12-page
limit). Also see Section III.E. Provide additional detailed information about the budget
categories listed on Form SF- 424A. FMPP requires an itemized, line-by-line
supplemental budget. Each SF-424A budget line (category) MUST BE ITEMIZED in
the Supplemental Budget Summary with an actual cost estimate (e.g. on the basis of
price analysis, vendor quote, cost per unit (including staff time), etc.) AND justified by
the budget narrative.
For example, a line item for ‘supplies’ must be further itemized on the basis of 1) the cost
of EACH supply item, and 2) the project activity for which each supply will be used.
This information MUST be included in the itemized, supplementary budget and
explained/justified with a narrative. All budget items must correlate to the purpose/goals
of the project and each expense (for personnel, travel, supply, equipment, etc.) MUST be
allocated to a project activity.
Failure to include a line-by-line budget itemization and narrative explanation will
be grounds to reject the application for further consideration. This itemized
information supplements, but does not replace, the SF-424A. All requested budget items
and activities must:
• Be itemized, listing separately each item, its costs, and use.
• Correlate to the purpose/goals of the project and demonstrate that they are
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reasonable and adequate for the proposed work.
• Not include matching funds or in-kind work and items.
• Be substantiated in a written budget narrative.
TM-30, Supplemental Budget Summary Form, along with a budget narrative, MUST be
used in preparing supplemental budgets.
For EBT project work, prepare a separate application package, including a narrative and
supplemental budget. Use TM-31, Supplemental Budget Summary and Instructions for
EBT Projects Only Form.
The Supplemental Budget Summary information MUST include the following
categories and a budget narrative that provides justification for such budget categories
and items. If no items in the following budget categories will be requested, use “$0” for
the total amount being requested:
•

Personnel/Contractual. List the individual/contractor’s name and title and the
general categories of services the person/contractor cost will cover (e.g., project
manager). Show annual/hourly rates and estimated number of hours to be spent
on the project by each project participant. In the budget narrative:
1. Indicate the duties of each individual and correlate those duties to the
purpose/goals of the project.
2. All salaries must include the number of hours, rate per hour, and the
(actual) months of performance.
3. For contractors, indicate if the expense represents a flat fee for
services or an hourly rate. Provide justification for the how and why
the contractor was selected vs. the organization’s own staff/personnel.
List the general categories of services the contract covers (e.g.,
professional services, travel, lodging, administrative expenses, etc.).
4. Charges must be for services rendered for the individual’s
qualifications and your locality based on the U.S. Bureau of Labor
and Statistics, for applicable wages and salaries by State, covering
agricultural occupations (i.e., Management occupations (Project
manager, market manager, etc.), series 11-9013 “Farmers, Ranchers,
and Agricultural Managers”). FMPP will allow up to the “median
hourly” rate, for the appropriate occupation.
5. Personnel and contractor’s compensation that have been approved,
awarded, and agreed to under FMPP will not be increased during the
life of the grant.
See sections V.E. and VIII.C. for all contractors and subgrantees requirements.

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•

Travel. Itemize the details and purpose of each trip and the anticipated travel
expenses. List each expense separately including: (1) the name of each person
traveling, (2) purpose and date(s), (3) mode of travel, (4) number and duration of
trips, (5) number of people, (6) destination, (7) number of miles, and (8) lodging and
meals (as applicable). Include specific details about the travel expenses in the
budget narrative.
FMPP follows the current General Services Administration’s privately owned
vehicle (POV) mileage reimbursement rate. Mileage rates include gas costs; FMPP
will not recognize additional gas expenses as allowable.
If technologies such as teleconferences or videoconferencing are available to your
organization, appropriate to the project, and less costly, they should be used as an
alternative to travel.

•

Equipment. Indicate anticipated purchases of equipment. List separately each
item of equipment, its cost and use. Equipment means any tangible,
nonexpendable, personal property, including exempt property charged directly to
the grant having: (1) a useful life of more than 1 year, and (2) an acquisition cost of
$5,000 or more per unit (7 CFR 3016.3 and 7 CFR 3019.2). In the budget
narrative, provide the basis of the cost estimate (e.g. price analyses, vendor quotes)
for each piece of equipment and its correlation to the purpose/goals of the project to
justify your need for the equipment to be purchased.
FMPP discourages the use of grant funds to rent a building or rooms and to
purchase supplies and other materials. However, where appropriate, FMPP
encourages the use of technologies such as webinars, teleconferencing, or
videoconferencing as an alternative to renting a building or a room. If renting a
building or a room is needed, then consider the most cost-effective alternatives
such as other, no-cost conference rooms available in your community.

•

•

Supplies. Provide an estimate of projected supply expenditures. List each item
separately, its cost and use. Supplies means any tangible personal property other
than equipment (as defined above), excluding debt instruments and inventions
(defined in 7 CFR 3019.2(hh)). In the budget narrative, provide the basis of the
cost estimate (e.g. price analyses, vendor quotes) for each supply item being
requested and its correlation to the purpose/goals of the project to justify your need
for the supplies to be purchased.
Other. Provide, in sufficient detail, an itemized list of projected expenditures, their
cost and use. Other items mean any item not fitting into the personnel, contractual,
equipment, travel, and supplies categories explained above (e.g., rentals). In the
budget narrative, provide the basis of the cost estimate (e.g. price analysis, vendor
quotes) for each item being requested and its correlation to the purpose/goals of the
project to justify your need.
FMPP will not pay for a project that consists of only one workshop or conference,
unless such activity is part of a larger project and justified appropriately. FMPP
encourages the use of alternative technologies instead of renting building and other
spaces for the workshop/conference. When submitting a request for a workshop or
conference, clearly indicate the purpose of the workshop or conference, and explain

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why the activity cannot be implemented using alternative technologies. Indicate if
registration fees will be collected and if so, show the fees as program income on the
SF-424A.
•

Indirect Costs. Indirect costs are defined as the expenses of doing business that
are not readily identified with an FMPP project, but are necessary for the general
operation of the organization and the implementation of FMPP-related activities.
These costs benefit more than one cost objective and cannot be readily identified
with a particular final cost objective without effort disproportionate to the results
achieved.
1. FMPP will only award indirect costs up to 10 percent.
2. Budget requests for indirect costs may not exceed 10 percent of any
expense defined and itemized as a direct cost. Please note that a cost
may not be allocated as an indirect cost if it is incurred for the same
purpose under FMPP as a direct cost.
3. The Supplemental Budget Summary narrative must explain how the
indirect cost amount was determined, what it includes, and how it
meets the definition and criteria above. FMPP WILL NOT AWARD
any requests submitted without this definition and/or explanation.
4. Indicate only ONE indirect cost total -- 10 percent of total project
costs; instead of multiple indirect costs for each individual project
activity being proposed.
5. Approved indirect cost amounts cannot, however, be: (1) included in
10 percent budget changes (found in VIII.G.4.), or (2) increased during
the life of the grant. With FMPP prior approval, approved indirect
amounts can be amended and moved for use of approved direct cost
expenses.

•

EBT Project Proposals. Applicants should send in two (2) separate
applications (as applicable) and multiple Supplemental Budget Summaries
when submitting proposals that include (new and/or existing) EBT project
work. See sections III.B thru III.E. for additional information.

16.

Primary Proposal Activity. It is mandatory that each FMPP application clearly
identifies the primary proposal activity. Identify only one specific activity that meets
the proposal’s main goal and objective.

17.

Proposal Activities. List all other activities (as many as are applicable) that meet the
remaining goals and objectives. Using form TM-29, the activities checklist of proposal
activities WILL NOT count against the 12-page limit.

H. Supporting Documents
Evidence of collaborative arrangements, capacity commitments, and qualifications to
conduct the work required to initiate and complete the project must be provided. Required
documents include:

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•

Brief description(s) of experience and qualifications or resumes of those leading
or conducting project activities. Qualifications should reflect the expertise
necessary to carry out the proposed activities or similar types of activities.

•

Letters and/or other evidence of commitment from cooperators, contractors, or
resource providers. Letters should establish the fact that critical resources and
infrastructure needed to initiate and conduct the project are in place at the time of
proposal submission. The proposed project must not be dependent on the completion
of another project or the receipt of another grant.

Supporting documents, including any optional local level analyses regarding food
access, WILL NOT count against the 12-page limit. Where possible and applicable,
single letters from farmer/producers, collaborators, partners, contractors, or resource
providers may address both requirements for supporting documentation.
All supporting documents must be submitted with the application. Ensure that the
documents identify the applicant and the exact project title name.
Supporting document(s) for all Grants.gov must be attached to the application within Form
SF-424. FMPP prefers that the additional items be merged into a single Adobe
Acrobat (PDF) file, but other acceptable formats include MS-Word (for text documents)
and MS-Excel (for spreadsheet documents).

I. Disqualifications – Rejection of Submitted Applications
AMS/FMPP reserves the right, at its sole discretion, to reject an application if it:
•

Does not meet the FMPP mandates (sections I.-III.) including scope, eligibility, and
allowable grant fund use.

•

Is received after the deadline.

•

Is incomplete, missing:
• Written proof of eligibility
•

Written proof that any contractors and subgrantees are not debarred; verification
through the Excluded Parties List System (www.epls.gov) using the individual or
organization’s EIN during the search

•

Written proof that any contractors and subgrantees, which are proposed to receive
$25,000 or more in FMPP grant funds, have: 1) registered with Central Contractor
Registry (CCR.gov), and 2) a valid DUNS number

•

Required forms SF-424, SF-424A, and SF-424B
DUNS number on form SF-424 at the time of application due date
EIN or TIN on form SF-424 at the time of application due date
Form TM-29, project narrative, or narrative missing ANY of the required
information (see V.G.)

•
•
•
•

FMPP-2012

Required priority project information, as applicable, outlined in section III.A.3.

22

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•

•

Form TM-30, (and/or TM-31, as applicable), supplemental budget(s) with budget
narrative(s)

•

Supporting documents to establish qualifications, commitments, and collaborations
necessary to initiate and complete the proposed project

Does not follow the FMPP application requirements including, but not limited to:
• Hand-written narrative or forms, including those that are scanned or saved in an
electronic format
•
•
•
•
•

Narrative exceeding the 12-page limit
FMPP application forms TM-29, and TM-30 and/or TM-31 (as applicable)
EBT/Non-EBT application submission requirements and matrix (sections III.A-E.)
Documents submitted, via Grants.gov, in a format other than PDF
Incomplete information as required in V.G and VI.A.

Additionally, an application will be rejected (after submission or prior to award) if
information comes to FMPP’s attention that:
• Determines an organization is ineligible for an award.
•
•
•

The application is materially misleading or incorrect.
Indicates fraud or mismanagement of Federal funds by an the organization.
Indicates funding of the same project work by another Federal Agency.

Funding decisions are final and made on the basis of one round of competition and the level of
funding available. Applicants must submit the following information as part of their application
packages:

VI.

COMPLETED APPLICATIONS

A. Application Submission Checklist
All applicants must provide individual applications in an electronic application format for
Grants.gov submission. Multiple applications (see III.E.) CANNOT be submitted in one
Grants.gov submission. Application documents must be in the following order:
1. Grants.gov Forms. The following documents are available via www.Grants.gov:
•

Form SF-424 (submitted with the appropriate Attachments (in VI.A.2. below); this
document is completed first in Grants.gov)

•

Form SF-424A

•

Form SF-424B

2. Grants.gov Attachments. The following documents are to be prepared outside of
Grants.gov, then formatted for uploading. FMPP prefers that the additional items be

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merged into a single Adobe Acrobat (PDF) file, but other acceptable formats include
MS-Word (for text documents) and MS-Excel (for spreadsheet documents). :
•

Proof of Eligibility

•

Evidence of Contractor/Sub-awardee (receiving $25,000 or more in the budget)
CCR registration and DUNS number (see V.C. and V.D.), as applicable

•

Evidence of all Contractor and Subawardee’s Debarment Status

•

Priority Project information, as applicable (see III.A.3.)

•

Form TM-29, Project Proposal Narrative

•

Form TM-30, Supplemental Budget Summary, Project Activities non-EBT or Form
TM-31, Supplemental Budget Summary, EBT Projects Only (as applicable)

• Supporting Documents
Upload these documents in the order listed above through Grants.gov. ONLY upload
attachments by adding them within Form SF-424. Below item 15 on Form SF-424, click on
“Add Attachments” and follow the instructions on the form, or see Appendix 3 of these
Guidelines for detailed instructions.

B. Electronic Submissions via Grants.gov
FMPP applicants MUST submit their application electronically via www.Grants.gov. AMS
will not accept applications/proposals or supporting documents via facsimile, electronic
mail, courier delivery, or postal delivery.
FMPP strongly recommends applicants initiate the Grants.gov process at least 4 weeks prior
to the application deadline. Completion of all tasks required to register with Grants.gov may
require up to four weeks for new registrants. The application package may be downloaded
and prepared while completing the registration process. Applicants must be registered to
submit a completed application package. Applicants who delay starting the process may
not meet the deadline, and may forfeit the opportunity to compete for FMPP funds this fiscal
year.
No extensions past the deadline will be considered.
For information on how to apply electronically, please consult Grants.gov Apply For Grants
and Appendix 3 of these Guidelines. Applicants experiencing problems in electronic
submission of documentation should visit the Grants.gov Web site, email to
[email protected], or telephone the Contact Center at 1-800-518-4726. The hours of
operation are Monday–Friday, 7 a.m. to 9 p.m., Eastern Time. The Contact Center is closed
on Federal Holidays. Keep a record of any correspondence with Grants.gov, including any
ID or case number provided.
FMPP will NOT accept corrections or additions to Grants.gov submissions (by phone,
mail, hand-delivery, fax, or electronic mail).
1. Grants.gov Document Format. Grants.gov only contains forms SF-424, SF-424A, and
SF-424B. All other FMPP application documents (narrative, supplemental budget

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summaries, supporting documents) must be uploaded and submitted as attachments
within Form SF-424. FMPP prefers that the additional items be merged into a single
Adobe Acrobat (PDF) file, but other acceptable formats include MS-Word (for text
documents) and MS-Excel (for spreadsheet documents). Failure to comply with this
requirement will result in the rejection of the application.
2. Grants.gov Confirmation. Grants.gov will send two emails to the authorized
representative listed in the FMPP application. The first will contain the Submission
Receipt Number, which indicates that Grants.gov registered receipt of the application
package. The second will contain the Submission Validation Receipt, which indicates
that Grants.gov has accepted the application package and validated that the required
electronic forms are included. It may take up to 48 hours to receive the Submission
Validation Receipt, which is the proof of a completed submission. Applicants are urged
to keep this timeline in mind when submitting applications if a Submission Validation
Receipt is desired before the deadline.
3. Rejection of Application After Grants.gov Submission Validation. After application
validation by Grants.gov, FMPP Staff must then review each application to determine
whether all documents, including the “Attachments” (section VI.A.), meet the
requirements within these Guidelines. As such, please note that an FMPP application
may be rejected after Grants.gov validation due to the applicant’s failure to comply
with the requirements in this document, sections I. thru VI.

C. Paper Application for Scanned Submission
If paper applications are being prepared, they must be converted to electronic file format
(Adobe Acrobat PDF, MS-Word for text, or MS-Excel for spreadsheets) for Grants.gov
submission. The following paper requirements must be followed PRIOR TO scanning for
submission. Type the application using only 8.5 x 11 inch paper with no tabs.

D. 2011 Awardees and Consecutive Grant Awards
An eligible entity can submit more than one application for competitive review. However,
FMPP will award only one grant per eligible entity in a grant funding year.
AMS will not award consecutive grants to any eligible entity. Any entity that has received a
grant award may apply for future grants after: 1) completion of the current grant/project, 2)
AMS has received and accepted all required documentation and reports for that current grant,
AND 3) the awardee has received the AMS/FMPP close-out letter.
This non-consecutive grant award process has been implemented in an effort to expand the
availability for funding to an increased number of potential applicants. In so doing, FMPP
hopes to more effectively broaden support to the rapidly growing numbers of farmers
markets, roadside stands, community supported agriculture programs, agritourism activities,
and other direct producer-to-consumer marketing channels.

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An applicant not eligible to apply in 2012 may continue supporting FMPP by serving as a
peer reviewer during their year of ineligibility. See the Call for Reviewers information,
posted all year on the FMPP Web site, at www.ams.usda.gov/FMPP.

VII. PROPOSAL EVALUATION
A. Method of Evaluating Proposals
FMPP is a competitive grant program; award decisions are final.
Applicants must ensure that the evaluation criteria listed below are addressed within the
proposal narrative. General guidance is provided with each criterion. However, it is
recommended that applicants provide additional information based on each criterion.
Each criterion has a specific score value. The total maximum scores equal 100 for each
project. In addition, a 5-point bonus will be awarded for FMPP Priority Projects.
Each application will be reviewed competitively using the following criteria:
1.

Direct Benefit to Farmers/Producers (maximum score = 25). Explain the direct
benefit to farmers and/or producers of the direct-marketing entity. Any resulting
benefits should be provided for all participants, including:
• How and how many farmers/producers will benefit.
•
•
•

The financial and other benefits farmers/producers will receive.
Why and how the activities will generate direct benefit for farmers/producers.
Explain the significance of the benefit to farmers/producers (how does it make a
difference for them?)

2. Quantitative Evaluation and Measurement of Project’s Long Term Impact
(maximum score = 20). Describe the project’s long term impact. Define the proposed
method of program assessment (evaluation plan) and how outputs and outcomes will be
measured. Outputs and outcomes are the direct results of program activities. They are
usually described in terms of size and scope of the services or products delivered or
produced by the program.
a. Provide an outline and explanation of anticipated outputs/activities and
outcomes/results of your project. You MUST use a logic model to map this
information. A sample logic model is provided in FMPP Performance Measurement
and Evaluation, which contains the following:
• Starting conditions (baseline(s))
• Measurable outputs (activities) expected to result from this project, i.e., classes
taught, meetings held, materials produced, program/customer participation rates
and demography, or hours of each type of service provided.

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Example: This project will hire a part time training coordinator/instructor to
hold a series of five 2-day workshops for farmers/ranchers that will teach
records management and marketing skills to 30 small producers.
• End results (impact) and measurable outcomes anticipated from this project; i.e.,
number of jobs created and changes in attitudes, behaviors, knowledge, skills,
and level of functioning. These outcomes may be quantitative or qualitative.
Quantitative Example: After training completion, X number or percentage of
farmer/ranchers, utilizing their new marketing skills, increased their net income
by 10 percent. These results were measured by X number of farmer/rancher
surveys/interviews (or other means).
Qualitative Example: After training completion, X percentage of farmer/ranchers
reported increased confidence in selling their products directly to consumers,
and will pursue selling produce to institutional customers like restaurants and
schools. These results were measured by X number of farmer/rancher
surveys/interviews (or other means).
b.

Explain how the dollar amount and percentage change, sales dollar amount, and
other financial data will be measured and tracked and who will perform the project
monitoring.

c.

The evaluation (performance) report (submitted by the awardee every 6 months)
must document results, impacts, and best practices of the project.

d.

The performance reports must contain metrics that describe the effects of FMPP
funded activities and expenditures, including but not limited to:
i. Number of new jobs created using FMPP funds
ii. Number of existing jobs supported using FMPP funds
iii. Dollar amount and percentage change in sales of healthy foods
iv. Dollar amount of sales for each vendor of SNAP, WIC, and/or other
Federal nutrition assistance program
v. Dollars spent on healthy food promotional activities
vi. Number of new clients and vendors over the season or from
previous years
vii. Change in diversity of products offered at the market, including
addition of processed or prepared foods and nonfood products
provided by farmers/producers
viii. Change in dollar amount of SNAP, WIC, and/or other Federal
nutrition assistance programs from previous years

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Please also include details addressing what added value your project provides to the target
underserved community (e.g. greater variety; fresh, local produce, etc.).
3. Reasonableness of Budget (maximum score = 20). Provide justification for the
budget and funds usage by explaining how the budget items support the work plan in
achieving the project goals. For each item in the budget summary, include:
• Why is this budget item needed?
• How does each budget item contribute to the benefit received by the
farmers/producers?
• Are the budget category allocations proportionate to the contributions they make to
achieving project objectives?
• How are the planned expenditures correlated with the activities in the proposed
work plan?
Peer reviewers will evaluate the budgets and individual budget line items to
determine whether the requests correspond to the goals and objectives being
proposed. The budget narrative MUST provide adequate justification for each
item being requested.
4. Capacity, Collaboration, and Partnership Participation (include partner
qualifications) (maximum score = 20). Outline the collaboration/partnerships formed
and farmer/vendor participation for this project. Include:
• The degree of involvement by the farmers/producers and collaborators/partners in
implementing the project.
• What resources farmers/producers and collaborators/partners will provide.
• Documentation to demonstrate the team’s (organization and collaborators) capacity
to successfully begin and carry out project goals and objectives.
• Documentation that critical components beyond participants, such as equipment,
location(s), and building(s) are in place to implement the project.
• The organization should list additional and/or community assets that were leveraged
through coordination and collaboration with other Federal agencies, local
governments, and non-profit partners. These assets might include additional
funding, in-kind contributions of services or equipment/materials, new partnerships
made, etc.
5. Need for the Project (maximum score = 10). Provide a clearly identified
issue/problem and the actions or project work to address it. Provide sufficient
justification for the project approach and/or strategies in the proposal. Include:
• Why and how the actions recommended in the proposal will address and/or “solve”
the issue/problem(s) identified.
• How the proposal demonstrates the project’s merit.
• Why these activities are appropriate for achieving the project’s stated objectives.
6. Sustainability (maximum score = 5). Describe the project’s sustainability and
transferability to other locations. Include:
• How will the project be self-sustaining after FMPP grant funds are exhausted?

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•

How likely is it that farmers/producers will continue the activities proposed after the
grant ends?

•

How are the outcome and lessons learned from this project applicable to
farmers/producers in other locations?

7. Addresses the FY-2012 FMPP Priorities (maximum score = 5). Outline the
proposal’s activities and the identified FMPP priority. Projects implemented in a
USDA-defined food desert census tract or low income community will receive 5
points.

B. Application Scoring Summary
Measurement Element
1.
2.
3.
4.
5.
6.

Direct Benefit to Farmers/Producers
Quantitative Evaluation/Measurement/LT Impact
Reasonableness of Budget
Degree of Capacity/Collaboration/Partnership
Need for Project
Sustainability
Maximum for non-priority projects

Maximum
Points
25
20
20
20
10
5
100

7. FMPP Priorities: Food Deserts/20% Poverty Rate
Maximum for priority projects

5
105

VIII. POST-AWARD MANAGEMENT OF FMPP GRANTS
A. FMPP Grant Award Announcement
While there may be an exception to this rule, AMS expects to announce recipients of FMPP
grant funds (awardees) on or before September 30, 2012.
B. Responsibilities of Grant Recipients
Grant recipients are responsible for:
•

Complying with all terms and conditions of the grant agreement.

•

Ensuring and documenting the organization’s financial stability and capacity to begin
and complete the FMPP awarded project.

•

Having adequate internal controls to implement the FMPP Federal grant. These
internal controls may be requested to be submitted in writing to FMPP at any time
during the grant period.

•

Filing a Federal Funding Accountability and Transparency Act (FFATA) Subaward
Report for contractors/subawardees receiving $25,000 or more in FMPP grant funds.

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•

Monitoring the performance of all project activities and any sub-grantees, and
ensuring that the work is completed within the grant period.

•

Ensuring that FMPP funds are used only for activities covered by the approved
project, workplan, and budget.

•

Ensuring that proper grant management procedures are followed.

•

Requesting prior approval for budget or project scope changes in accordance with 7
CFR 3016 and 3019.

•

Sending FMPP a copy of any contract or secondary agreement relating to the project.

•

Submitting financial reports (Form SF-425) every 3 months, including any program
income earned. The awardee must also submit a final financial report no later than
90 days after the grant expiration date.

•

Submitting a performance (progress) report every 6 months. The awardee must also
submit a final performance report, summarizing findings and accomplishments, no
later than 90 days after the grant expiration date. (For further details, see Section
IX, “Reporting Requirements for Awarded Projects.”)

•

Submitting quarterly requests for advances/reimbursements (electronically or via a
written Form SF-270) as needed to implement the project and workplan. Initial
requests for payment must be made within the first 8 months of the project work. The
Agency can de-obligate the funds without further cause should the awardee fail to
request funds within that timeframe.

•

Contacting the FMPP office, in writing, 60 days before the grant’s expiration date to
request a no-cost time extension if, for any reason, the project cannot be completed
within the established time frame. A written or emailed letter from the grantee briefly
explaining the need for the extension and specifying a new ending date is required (See
section VIII.G.5. for more information).

C. Subaward Reporting System (FSRS)
The Federal Funding Accountability and Transparency Act of 2006 legislation (FFATA or
Transparency Act - P.L.109-282, as amended by section 6202(a) of P.L. 110-252)) requires
information on Federal awards (Federal financial assistance and expenditures) be made
available to the public via a single, searchable Web site, which is www.USASpending.gov.
The FFATA Subaward Reporting System (FSRS) is the reporting tool that all Federal
awardees (i.e. grants recipients and contractors) must use to capture and report compensation
of $25,000 or more to any subaward (i.e., to contractors or subawardees). These awardees
are subject to FFATA subaward reporting requirements as outlined in the Office of
Management and Budgets guidance issued August 27, 2010. The subaward information
entered in FSRS will then be displayed on the USASpending.gov Web site furthering Federal
spending transparency.
For the purposes of the FMPP grants, the following applicable FSRS definitions will apply:
Grantees/awardees – Entities receiving an FMPP grant greater than or equal to $25,000.

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Subaward – A FMPP monetary award/funding made to a grantee who in turn gives FMPP
funds to a subrecipient, subgrantee, or subcontractor.
Subgrantees/Subawardees – Contractors or other organizations that receive or provide
services to an entity receiving an FMPP grant.
FMPP awardees must file a FFATA subaward report by the end of the month following the
month in which the grantee awards the subgrantee/subawardee $25,000 or more. For
example, if a subaward was made on October 15, 2012, the awardee has until November 30,
2012 to report the subaward information.
The FMPP grantee must report the following information about their
subgrantees/subawardees in the FFATA:
• Name of entity receiving award
• Amount of award
•
•

•
•
•
•
•
•

Funding agency – USDA, Agricultural Marketing Service
North American Industry Classification System (NAICS) code for contracts /
Catalog of Federal Domestic Assistance (CFDA) program number – CFDA #10.168,
Farmers Market Promotion Program (FMPP) grants
Program source – USDA, Agricultural Marketing Service, Farmers Market
Promotion Program (FMPP) grants
Award title descriptive of the purpose of the funding action
Location of the entity (including congressional district)
Place of performance (including congressional district)
Unique identifier of the entity and its parent; and
Total compensation and names of top five executives (same thresholds as for
grantees)

For more detailed information about reporting using the FSRS system, see the learning
module that demonstrates the FSRS reporting tool at www.FSRS.gov; click “FSRS Awardee
User Demonstration” under Training Materials.

D. FMPP Orientation and Training
All awardees must participate in the mandatory orientation and training sessions.
1. Orientation and Training. The sessions will include, but not be limited to, information
about sound business practices (internal controls) to implement FMPP (Federal) grants,
grant administration and monitoring requirements, financial status and cash transaction
reports, personnel requirements, performance reports, and electronic payment procedures
and timelines.
2. Representatives. The person(s) participating in the mandatory sessions must be
responsible for and knowledgeable of the organization’s:
• Management of the FMPP grant.

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•

Grant administration procedures, including a written code of conduct (internal
controls).

•

Financial, personnel, procurement, and program management systems (internal
controls).

•

Accounting and payment systems (i.e., completion of SF-270 request for payments;
payments to subgrantees, as applicable; any other accounting, payment, and
reporting (SF-425) requirements under the grant).

•

Program income, personnel, equipment, supplies, and property systems (internal
controls).

•

Grant records management (internal controls).

3. Training Dates. FMPP grant awardees will be notified of the dates and times of the
orientation and training sessions. FMPP reserves the right to change or cancel
meetings, conference calls, times, and dates. Attendance will be taken for compliance.

E. Award Terms and Conditions
1. Grant Agreement. Upon agreement with FMPP terms and conditions for the award,
the awardee will enter into a grant agreement with AMS. The grant agreement will
include:
• Requirements set forth within this “2012 Famers Market Promotion Program
Guidelines.”
• “AMS Grant Agreement Face Sheet,” which will serve as the grant signature page
for the awardee and AMS representative.
• “FMPP Grant General Terms and Conditions,” which contains the requirements for
accepting FMPP grant funds, including actions needing prior approval; changes in
project contacts, leaders, and staff; performance monitoring; reporting requirements;
cost principles; payment requirements; and assurances and certifications (which
replaces Form AD-1047, Form AD-1048, and Form AD-1049).
• Administrative requirements 7 CFR part 3015, 7 CFR part 3016, 7 CFR part 3019,
and FAR 31.2.
• AMS-approved “FMPP Project Proposal Narrative.”
• AMS-approved “FMPP Supplemental Budget Summary(ies)” and their detailed,
itemized, and approved costs/budget spreadsheet(s).
2. Corporate Felony Convictions and Tax Delinquencies. The FMPP award is subject
to the provisions contained in the Agriculture, Rural Development, Food and Drug
Administration, and Related Agencies Appropriations Act, 2012, P.L. No. 112-55,
Division A, Sections 738 and 739 regarding corporate felony convictions and corporate
federal tax delinquencies. Accordingly, by accepting this award the recipient
acknowledges that it: (a) does not have a tax delinquency, meaning that it is not subject
to any unpaid Federal tax liability that has been assessed, for which all judicial and
administrative remedies have been exhausted or have lapsed, and that is not being paid
in a timely manner pursuant to an agreement with the authority responsible for

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collecting the tax liability, and (b) has not been convicted (or had an officer or agent
acting on its behalf convicted) of a felony criminal violation under any Federal or State
law within 24 months preceding the award, unless a suspending and debarring official
of the United States Department of Agriculture has considered the debarment of the
recipient corporation, or such officer or agent, based on these convictions and/or tax
delinquencies and determined that suspension or debarment is not necessary to protect
the interests of the Government. If the recipient fails to comply with these provisions,
AMS will annul this agreement and may recover any funds the recipient has expended
in violation of sections 738 and 739.
3. Trafficking in Persons.
a. Provisions applicable to a recipient/awardee that is a private entity.
(1)

The awardee, your employees, subawardees under this award, and
subawardees’ employees may not:
Engage in severe forms of trafficking in persons during the period of time the award is in effect.
Procure a commercial sex act during the period of time that the award is in effect.
Use forced labor in the performance of the award or subawards under the FMPP grant award.
(2)

AMS, the Federal awarding agency, may unilaterally terminate this award,
without penalty, if the recipient or a subrecipient of the award that is a
private entity:
Is determined to have violated a prohibition in paragraph a.1 of this award term; or
Has an employee who is determined by the agency official authorized to terminate the award to
have violated a prohibition in paragraph a.1 of this award term through conduct that is either:
Associated with performance under this award; or
Imputed to the awardee or the subawardee using the standards and due process for imputing the
conduct of an individual to an organization that are provided in 2 CFR part 180, “OMB
Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement),” as
implemented by our agency at 7 CFR part 3017.
b. Provision applicable to an awardee other than a private entity. AMS, as the
Federal awarding agency, may unilaterally terminate this award, without penalty,
if a subawardee that is a private entity:
(1)

Is determined to have violated an applicable prohibition in paragraph 3.a.(1)
of this award term; or

(2)

Has an employee who is determined by the agency official authorized to
terminate the award to have violated an applicable prohibition in paragraph
3.a.(1) of this award term through conduct that is either:

Associated with performance under this award; or
Imputed to the subawardee using the standards and due processes for imputing the conduct of an
individual to an organization that are provided in 2 CFR part 180, “OMB Guidelines to Agencies

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on Governmentwide Debarment and Suspension (Nonprocurement),” as implemented by our
agency at 7 CFR part 3017.
c. Provisions applicable to any awardee. The awardee must inform AMS/FMPP
immediately of any information received from any source alleging a violation of
a prohibition in paragraph 3.a.(1) of this award term.

F. Unallowable Costs
The following costs are unallowable under this award unless otherwise permitted by law or
approved by FMPP:
1. General Costs
a. Development or participation in lobbying activities including costs of membership
in organizations substantially engaged in lobbying.
b. Development or participation in political activities in accordance with provisions of
the Hatch Act (5 U.S.C. 1501-1508 and 7324-7326).
c. Costs which lie outside the scope of the approved project(s) and any amendments
thereto.
d. Costs incurred after the expiration of grant award period, including no-cost extensions
of time.
e. Indirect costs in excess of 10 percent; this limitation also applies to any subcontracts
under the funded award.
2. Selected Items of Cost
a.
b.
c.
d.
e.
f.

g.

h.
i.

FMPP-2012

Alcoholic beverages.
The purchase of food-relative incentives, including bonuses, coupons, and vouchers.
International travel and other related expenses.
Bad debts, including losses (whether actual or estimated) arising from uncollectable
accounts and other claims, related collection costs, and related legal costs.
Capital expenditures for general purposes, including purchases of building(s);
construction, repair, or rehabilitation of building(s); and land acquisition.
Contributions to a contingency reserve or any similar provision (rainy day funds)
made for the occurrence of events which cannot be foretold with certainty as to time,
intensity, or with an assurance of their happening.
Donated or volunteered services may be furnished to an awardee by professional and
technical personnel, consultants, and other skilled and unskilled labor. The value of
these services is not reimbursable neither as a direct nor indirect cost.
Contributions or donations, including cash, property, and services, made by the
awardee, regardless of the recipient.
Specific organizational entertainment costs, including amusement, diversion, and
social activities and any costs directly associated with such costs (such as tickets to

34

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j.

k.

l.

m.

n.
o.
p.
q.

G.

shows or sports events, meals, lodging, rentals, transportation, and gratuities),
regardless of their apparent relationship to project objectives.
Airfare costs in excess of the customary standard commercial airfare (coach or
equivalent), Federal Government contract airfare, or the lowest commercial discount
airfare.
Fines, penalties, damages, and other settlements resulting from violations (or alleged
violations) of, or failure of the State or local governmental unit to comply with,
Federal, State, local, or Indian tribal laws and regulations.
General costs of State or local Government including: (1) salaries and expenses of the
Office of the Governor of a State or the chief executive of a political subdivision or
the chief executive of Federally-recognized Indian tribal government; (2) salaries and
other expenses of a State legislature, tribal council, or similar local governmental
body, such as a county supervisor, city council, school board, etc., whether incurred
for purposes of legislation or executive direction; (3) costs of the judiciary branch of a
government; (4) costs of prosecutorial activities; and (5) costs of other general types
of government services normally provided to the general public, such as fire and
police.
Costs of goods or services for personal use of the State or local governmental unit’s
employees regardless of whether the cost is reported as taxable income to the
employees.
Costs of investment counsel and staff and similar expenses incurred to enhance
income from investments.
Grant funds cannot be used to supplant State funds.
None of the funds under this award may be used towards travel costs for AMS FMPP
employees.
This list is not all inclusive. Questions regarding allowability of particular items of
cost should be directed to the Program Contact for the FMPP in section XIII.

Prior Approval Requirements
1. Key Personnel Change. When it is necessary to change key personnel, the awardee
must submit a written request (email is acceptable) to FMPP. The request should contain
the new individual’s name and contact information, the capacity in which this new
individual will serve, and written notification from the individual signifying his or her
willingness to serve on the project.
The following items require a written request (or email), including signature from the
awardee (primary contact) AND an FMPP authorized representative (signature or
email) before the awardee proceeds. FMPP will accept a) a faxed document, b) an
email and the signed, mailed or faxed written request, c) a PDF file with a signature, or
d) an express mail or overnight courier service delivered requests to the FMPP
contact(s) found in section XIV.
2. Scope or Objective Changes. When it is necessary to modify the scope or objectives of
the award, submit a written justification for the change along with the revised scope or

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objectives of the award to FMPP. Submit a written justification for the change along
with a project purpose, potential impact, expected measurable outcomes, work plan,
budget narrative, and project oversight/commitment.
3. Change in Project Leaders. When the primary Project Leader (PL) plans to:
Relinquish active direction of the project for more than 3 consecutive months,
Have a 25 percent or more reduction in time devoted to the project, or
Sever his/her connection with the awardees organization,
the awardee has the following prior approval options and responsibilities:
If the PL’s absence is temporary, the awardee organization must notify FMPP in writing
of arrangements for the continuing conduct of the project (i.e., identify who will be in
charge during the PL’s absence, including his/her qualifications to assume leadership of
the project and his/her written concurrence).
If the PL severs his/her affiliation with the awardee organization, the awardee’s options
are:
a. Replacing the PL on the project - The awardee organization must request, in writing,
FMPP approval of the PL replacement and must include a copy of his/her
qualifications and submit information regarding the new PL’s current and pending
support of the new organization. The request also must contain the signature of the
proposed PL replacement signifying his/her willingness to assume leadership of the
project.
b. Subcontracting to the former PL’s new organization - The awardee may request
approval to replace the PL (as outlined in above paragraph) and retain the award, but
subcontract to the former PL’s new organization certain portions of the project to be
completed by the former PL.
c. Relinquish the Award - If neither of the previous options is viable and the awardee
wishes to relinquish the award, the following procedures should be followed:
• The awardee should send a letter to FMPP, signed by the awardee organization
contact and PL, indicating the awardee is relinquishing the award and deobligating any unused funds.
• The letter should include the date the PL is leaving and a summary of progress
to date. A final Federal Financial Report Form SF-425, (see section X.B.),
reflecting the total amount of funds spent by the awardee, should be attached to
the letter.
• Should the PL wish to transfer the award to his/her new institution, the new
institution should submit the request in writing to FMPP to receive written
instructions for such a transfer. The transfer will require submitting a new
application to FMPP, completion of the forms and certifications; a project
summary/work statement covering the work to be completed under the project
(the objectives must be the same as those outlined in the approved proposal);
and an updated list of PL qualifications showing his/her new organizational
affiliation.

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NOTE: Experience has demonstrated that the transfer of an award from one institution to
another can take 90 or more days to accomplish. If information is not submitted in a
timely manner, the PL may experience a delay in resuming the project at the new
institution. Total project length will not exceed 2.5 years, and will be considered on a
case-by-case basis with justification acceptable to FMPP.
4. Budget Changes. When a modification to an FMPP-approved budget is necessary, the
modification must be approved in writing by FMPP if the cumulative amount of such
modifications exceeds 10 percent (10%) of the project’s total budget as last approved by
FMPP. A request for a budget change shall include: (a) a description of the change, (b) a
justification for the change, (c) the approved budget spreadsheet(Excel), showing the
change by category and line item, and (d) signatures by the organization contact for the
Grantee and the Federal Agency representative. Note that any budget changes that also
change the project scope or objectives are included in section VIII.G.2. Budget changes
must be requested in writing at least 60 days before the grant expires.
Approved indirect amounts cannot be increased during the life of the grant. With
FMPP prior approval initiated by an awardee’s written request for a budget amendment,
a portion of the approved indirect budget can be moved for use of approved direct cost
expenses. Any such request shall include: (a) a description and amount of the change,
(b) a justification for the change, (c) a description of how the change will enhance the
project’s goals and objectives, and (d) signature by the organization contact for the
awardee and approval signature or email from FMPP.
5. Extension of Grant Agreement. When an extension of time is required (no cost
extension), the extension(s) must be received in writing no later than 60 days prior to the
expiration date of the award. The request must come from the awardee contact and
contain all of the following information:
1. The length of additional time required to complete project objectives and a
justification for the extension.
2. A summary of progress to date (status of project timeline and objectives, etc.).
3. An estimate of remaining funds on the original grant completion date.
4. A projected timetable to complete the project for which the extension is being
requested.
The fact that funds are expected to remain unutilized or unobligated at the end of the
award is not in itself sufficient justification to receive a no cost extension of time.
Approval decisions will be made on a case-by-case basis based on the written
justification provided.
FMPP awards are limited to not more than 2.5 years in duration from the date of the grant
agreement, therefore no more than one extension of up to 6 months will be provided.
NOTE: Requests for no-cost extensions of time received after the original grant completion
date of the award normally will not be honored. Only in extremely rare circumstances for

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which there are exceptional extenuating circumstances will requests received after the
expiring award date be considered.
If an awardee has not requested and received an extension within the appropriate time
period, AMS will deobligate any remaining grant funds 60 days after the grant period
closes.

IX.

REPORTING REQUIREMENTS FOR AWARDED PROJECTS

A. Performance Reports
Semi-Annual and Final Performance Report should follow/correspond to your logic model
activities submitted with the approved narrative. All reports must be formatted and
submitted as provided within FMPP Performance Measurement and Evaluation and the
FMPP Interim Performance Report and Final Performance Report (templates). A copy of
the logic model and project timeline (showing any corrections) must accompany each
interim and final report. Reports may be submitted electronically to FMPP via
[email protected].
1. Semi-Annual Performance Reports. Performance (progress) reports are required at
the midpoint of projects approved for 1 year and at six 6-month intervals for projects of
longer duration. If the project is 1 year or less, only one performance report and a final
performance report are required.
2. Final Performance Report. Required to fulfill the terms of the grant agreement, but
this final performance report also represents an important vehicle for sharing project
findings with Federal and State agencies and the public. Please contact FMPP before
submission in order to discuss a format suitable (including both hard-copy and electronic
copy) for wide distribution and posting on the FMPP Web site. The final performance
report of results and accomplishments is due within 90 days following the grant ending
date.
NOTE: FMPP will withhold payment(s) if the awardee fails to submit: 1) any required
performance report, or 2) any other document(s) within the terms and conditions of the
award, including the submission of all payment documents.

B. Financial Reports
Original financial reports, signed by the appropriate organizational representative, must be
submitted to FMPP by mail, express mail, or courier service.
1. Quarterly Federal Financial Reports. A “Federal Financial Report” (Form SF-425)
must be submitted every 4 months (or after payment request) by the awardee after the
receipt of Federal grant funds until the expiration of the grant period. The report must be
submitted not later than 45 calendar days after the end of each quarter. The information
will used to determine the use of cash provided by FMPP and the organization’s

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spending practices in correlation to the project performance reports. The SF-425 form
can be downloaded from the FMPP Web site (see Forms and Additional Information)
and sent by mail.
2. Final Federal Financial Reports. A final submission “Federal Financial Report”
(Form SF-425), is also required no later than 90 days following the project’s ending date.
NOTE: FMPP will withhold payment(s) if the awardee fails to submit: 1) any required
performance report, or 2) any other document(s) within the terms and conditions of
the award, including the submission of all payment documents.

X.

REQUESTS FOR PAYMENT

All awardees must have already registered with the Central Contractor Registry (CCR) at
www.CCR.gov in order to accept grant payments from AMS. See section VI.D. for more
information.
FMPP funds will be made available beginning in October 2012, and payments will be made
electronically by direct deposit into the awardee organization’s accounts.

A. SF-270 Paper Request System
Awardees must request the amount of funds to carry out the project by submitting a
complete Request for Advance or Reimbursement Form SF-270 for each payment requested.
All payments, including advances and reimbursements, will be limited to the minimum
amount required to meet short-term (3 to 4 month) disbursement needs. The timing and
amount of advances shall be as close as is administratively feasible to the actual
disbursement by the recipient organization for direct program or project costs and the
proportionate share of any allowable indirect costs.
A payment request must include:
1. Cover Letter. A brief letter/memo indicating project progress, purpose of, and type of
payment request. Advances and reimbursements must NOT be on the same SF-270.
2. Approved Budget. A copy of the approved FMPP budget in the MS Excel format
provided by FMPP showing a new column indicating the request of funds beside the
approved budget categories.
3. Signed SF-270. The completed and signed SF-270. No payment will be processed
without the authorized representative’s signature. Payments of grant funds must be
requested by the same designated organization representative. This individual must
request the amount of funds to carry out the project by submitting a completed form SF270. The original SF-270 form(s) must be submitted to FMPP by mail, express mail, or
courier service.

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NOTE: FMPP will withhold payment(s) if the awardee fails to submit: 1) any required
performance report, or 2) any other document(s) within the terms and conditions of the
award, including the submission of all payment documents described above.
To expedite the payment requests, payment forms must be faxed or emailed
([email protected]) to FMPP.
Copies of invoice(s), receipt(s), and personnel timesheets must be kept in the records of
awarded organizations and must show the specific expenditures incurred during the
requested payment period. These invoice(s), receipt(s), and personnel timesheets must be
kept by the awardee as documentation for the awardee’s grant files and records and must
show the specific purchase(s) allotted. This documentation may be reviewed during a site
visit or audit.

XI.

GRANT CLOSEOUT

Before an FMPP grant can be closed, an awardee must submit all required documents no more
than 90 days following the project/grant’s end date. The required documents for closeout are: 1)
final Performance Report, 2) final Federal Financial Report (SF-425), 3) any requested payment
paperwork, 4) any project deliverables, and 5) any payment/deobligation (unused grant fund)
checks payable to the U.S. Treasury. After receipt, review, and approval of these documents,
FMPP staff will email or mail the awardee a closeout letter.
On a case-by-case basis and with justification explaining the exceptional extenuating
circumstances, awardees may request a no-cost grant extension (see section VII.G.) to utilize
funds. If an awardee has not requested an extension within the appropriate time period,
AMS will deobligate any remaining grant funds 60 days after the grant period closes and
will email or mail the awardee a closeout letter. NO FUNDS WILL BE DISPERSED AFTER
GRANT CLOSEOUT.
Future FMPP grants may be applied for after: 1) completion of the current grant project, 2) AMS
has received and accepted all required documentation and reports (above), AND 3) the awardee
receives the AMS/FMPP close-out letter/documentation

XII. RECORD RETENTION
In accordance with Federal regulations, grant recipients should retain all records including
documentation and receipts relating to the grant for a period of 3 years after the final financial
status report has been submitted to FMPP.

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XIII. FMPP CONTACTS
Pre-Award Contact. Questions about the 2012 grant program should be directed to:
FMPP Grant Program Staff
USDA, Agricultural Marketing Service
1400 Independence Avenue, SW
Room 4509-South Building
Washington, D.C. 20250
(202) 720-0933
[email protected]
This email address will remain open until May 21, 2012.
Post-Award Contacts. Awardees should send payment requests and items listed below to
[email protected].
•
•
•
•
•

Payments
Budget amendments
Financial reports
Organization (and project) contact changes
Any other requests

Awardees should send performance reports and the items listed below to
[email protected].
•

Performance (Project/Progress/Final) reports

•

Requests for project amendments
Requests for change of project objective and/or scope

•

Do not send payment requests and performance reports to the same or incorrect email, this
will delay your payment.

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Appendix 1
Territories of the United States Eligible Under FMPP

The following U.S. territories are eligible for grant funding under
the Farmers Market Promotion Program:

U.S. Territory

Capital

Year Acquired by U.S.

Puerto Rico

San Juan

1898

American Samoa

Pago Pago

1899

U.S. Virgin Islands

Charlotte
Amalie

1927

Commonwealth of the
Northern Mariana Islands

Saipan

1947

Guam

Agana

1950

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Appendix 2
Central Contractor Registry (CCR)
What is the Central Contractor Registry (CCR)? The CCR is the primary registrant database for the
U.S. Federal Government. CCR collects, validates, stores, and disseminates data in support of
agency acquisition missions, including Federal agency contract and assistance awards. The term
“assistance awards” includes grants, cooperative agreements and other forms of Federal assistance.
Whether applying for assistance awards, contracts, or other business opportunities, all entities are
considered “registrants.”
As a part of the Federal Financial Assistance Management Improvement Act of 1999, Public Law
106-107, both current and potential Federal funding recipients are required to register in CCR in
order to be awarded contracts by the Federal government. Registrants are required to complete a
one-time registration to provide basic information relevant to procurement and financial transactions.
Registrants must update or renew their registration at least once per year to maintain an
active status.
Entities (private non-profits, educational organizations, State and regional agencies, etc.) that apply
for assistance awards from the Federal government through Grants.gov must now register with CCR
as well. Registration in no way guarantees that a contract or assistance award will be made.
CCR validates the registrant information and electronically shares the secure and encrypted data
with the Federal agencies’ finance offices to facilitate paperless payments through electronic funds
transfer (EFT). Additionally, CCR shares the data with Federal government procurement and
electronic business systems.
What type of information is requested by CCR? CCR registrants are required to submit detailed
information on their company in various categories. A User’s Guide is provided with guidelines on
how to obtain unknown information. Categories of required and requested information include, but
are not limited to:
• General Information – Includes, but is not limited to, DUNS number, CAGE Code,
company name, Federal Tax Identification Number (TIN), location, receipts,
employee numbers, and Web site address.

FMPP-2012

•

Corporate Information – Includes, but is not limited to, organization or business type
and SBA-defined socioeconomic characteristics.

•

Financial Information – Includes, but is not limited to, financial institution,
American Banking Association (ABA) routing number, account number, remittance
address, lock box number, automated clearing house (ACH) information, and credit
card information.

•

Point of Contact (POC) Information – Includes, but is not limited to, the primary and
alternate points of contact and the electronic business, past performance, and
government points of contact.

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NOTE: The list above is not all inclusive. For the complete listing of information required by CCR
go to www.CCR.gov. Any information provided in a CCR registration may be shared with
authorized Federal government offices. However, this registration does not guarantee business with
the AMS/FMPP or any other Federal government agency.

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Appendix 3
FMPP Application Submission via Grants.gov
1. There are four steps in submitting an application for the FMPP program via Grants.gov
•
•
•
•

Register your organization with Grants.gov.
Download the application package from Grants.gov and the additional forms
required by FMPP.
Complete your application, including all forms required by FMPP.
Check your application package and submit it to Grants.gov.

These instructions will take you through each step.
2. Register your organization with Grants.gov. YOU MUST REGISTER with Grants.gov to
submit an FMPP application. There are numerous steps that must be completed prior to
registering in Grants.gov; all must be completed to start the registration process. For detailed
information on how to complete Grants.gov registration, see the “Organization Registration
User Guide” and the Organization Registration Overview Tutorial. Specifically,
• Go to the www.Grants.gov Web site
•
•

Click on “Get Registered”
Follow the “Organization Registration” instructions

The steps needed to complete the registration may require between 3 to 5 business days, or as
long as 4 weeks to complete before you may submit your application. Organizations are
required to have a DUNS number issued by Dun and Bradstreet, an EIN or TIN issued by the
IRS, and to register with the Federal Central Contractor Registry prior to completing
registration. Completion of these tasks in the sequential order required may take up to 4
weeks to complete the registration. Details and a registration checklist are provided in the
Organization Registration instructions. Note that Grants.gov is scheduled to be offline for
maintenance Saturday, April 28, 2012 at 12:01 AM ET until Sunday, April 29, 2012 at
11:59 PM ET. Grants.gov recommends that no registrations, grant submissions, or
other site activity be conducted during this time.
3. Download the application package from Grants.gov and the additional forms required
by FMPP. You may begin preparing your application at the same time that you start the
registration process. You may NOT SUBMIT your application until registration is complete.
You must have a compatible version of Adobe Reader installed on your computer before
downloading the package. Informational notes during the download process allow you to
check for compatibility and download a compatible version of Adobe Reader free of charge.
• Go to the www.Grants.gov Web site
•
•
•

FMPP-2012

Click on “Apply for Grants”
Click on “Download a Grant Application Package”
Enter the “CFDA Number” for the 2012 FMPP: 10.168 and Click on “Download
Package”

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•
•

Click on “download” in the column “Instructions and Application”
Click on “Download Application Package”

At this stage, the forms will be open in your Web browser and you may save the package to
an electronic storage medium such as your computer hard drive or a USB drive to work on at
your convenience.
Additional forms and documents required by FMPP are NOT included in the
Grants.gov application package and you will need to obtain these separately. Details are
provided in the 2012 Guidelines. The additional forms that MUST be submitted to
Grants.gov as attachments to the application package are:
• Proof of eligibility
• Evidence of all contractor and sub-awardee debarment status
• Proof of qualifying status for Priority Project designation
• Form TM-29, Project Proposal Narrative
• Form TM-30, Supplemental Budget Summary, non-EBT AND/OR
•

•

Form TM-31, Supplemental Budget Summary and Instructions, EBT Projects Only
(See Section III E. EBT/Non-EBT Project Application Submission Matrix for which
budget form(s) to use for your project)
Supporting documents (letters indicating collaborative arrangements and
commitments, resumes, etc.), if applicable

4. Complete your application, including all forms required by FMPP. Follow the
instructions provided in the Grants.gov application package to complete the electronic forms.
Required entries show up as beige or yellow boxes with a bold red outline. You may save
your work at any time by clicking the “Save” button at the top of the application package
page.
Complete all forms in the Mandatory Documents box by moving them into the Mandatory
Documents for Submission box (highlight the document name and click the => arrow), then
click on “Open Form” and enter your information. The mandatory forms for FMPP are:
•
•
•
•

SF-424, Application for Federal Assistance
SF-424A, Budget Information for Non-Construction Programs
SF-424B, Assurances – Non-Construction Programs
Complete all additional forms and prepare documentation required by FMPP. After
you have completed the forms and collected the documents needed, you will need to
format them so that they can be uploaded as attachments to the application. FMPP
prefers that the additional items be scanned into a single Adobe Acrobat (PDF)
file, in the order listed in #3 above. Other acceptable formats include MS-Word
(for text documents) and MS-Excel (for spreadsheet documents).

Complete all additional forms and prepare documentation required by FMPP. After you have
completed the forms and collected the documents needed, you will need to format them so that they
can be uploaded as attachments to the application. FMPP prefers that the additional items be
scanned into a single Adobe Acrobat (PDF) file, in the order listed in #3 above. Other acceptable
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formats include MS-Word (for text documents) and MS-Excel (for spreadsheet documents).
A descriptive name should be supplied for each file that includes your organization’s name.
If more than one file will be uploaded, distinguish them through the file name (e.g., Local
Market 1, Local Market 2, etc.) to avoid overwriting files with the same name.
Attach all additional forms and documents required by FMPP. ONLY upload attachments by
adding them within Form SF-424. After opening Form SF-424:
• Go to item 15 in the SF-424 document, which asks for “Descriptive Title of
Applicant’s Project”. Below this item, click on “Add Attachments.”
• Click on “Add Attachment” in the pop-up window. Your computer desktop will
automatically open so that you can navigate to the location of the document.
• Find the document to be uploaded and click on “Open.” The document will upload
and be listed by filename in the Form Attachments pop-up window.
• Repeat for each document to be uploaded, following the order of upload given in
item #3 above.
•

Click “Done” when all documents have been uploaded. You may click on “View
Attachments” from Form SF-424 if you want to see the complete list of uploaded
documents.

5. Check your application package and submit it to Grants.gov. Verify that all forms are
complete and that all required documents have been attached to your application package. It
is recommended that you click on “Check Package for Errors” at the top of the application
page to insure that errors that would cause Grants.gov to reject your package are corrected
before submission. If errors are found, a pop-up box will open with a list of items to be
corrected.
NOTE: Grants.gov and the SF-424 WILL NOT indicate that absence of FMPPrequired documents is an error. It is your responsibility to ensure that all forms and
documents are properly named and attached to the application package.
When you are ready to submit your application, click on “Save & Submit” at the top of the
application page to send your application to Grants.gov. Once you have submitted your
application, you may not make further changes to the application or the attachments.
6. After the application is submitted, you will be notified of receipt and validation. The
Authorized Organizational Official (AOR) who submitted the application will receive two
important emails from Grants.gov. The first will contain the Submission Receipt Number,
which indicates that Grants.gov registered receipt of the application package. The second
will contain the Submission Validation Receipt, which indicates that Grants.gov has accepted
the application package and validated that the required electronic forms are included.
It may take up to 48 hours to receive the Submission Validation Receipt, which is your proof
of completed submission. Keep this timeline in mind when planning when your application
submission.

FMPP-2012