Urban Farmers Market Program - Michigan Economic Development ...

Urban Farmers Market Program Request For Proposals RFP-Doc-4412

2012

Urban Farmers Market

Grant Program 2012

This Request for Proposals (“RFP”) is issued by the Michigan Economic Development Corporation (the “MEDC”), Contracts and Grants Unit (“C&G”). C&G is the only office authorized to change, modify, amend, alter, clarify, etc. the specifications, terms and conditions of this RFP and any other contract(s) awarded as a result of this RFP (the “Contract”). C&G will remain the main point of contact throughout the proposal process. All communications concerning this RFP should be sent to [email protected].

Program Description

The purpose of the Urban Farmers Market Program is to provide funds to Michigan’s entitlement communities for projects of existing urban farmers markets. The Urban Farmers Market Program has identified priorities for FY 2012. Although proposals in the following categories are particularly encouraged, all proposals that incorporate activities listed in the section “Types of Programs Allowed” will receive full consideration. • “Growing Farmers” – Projects that develop training and educational programs for new direct farm marketers on the logistics of agricultural direct marketing. Such projects focus on small business development, marketing techniques, identifying market opportunities, and mentoring programs for women, minorities, immigrant, transitioning, and new farmers. Such projects should focus on the recruitment and retention of new farmers to participate at farmers markets. Examples of strong projects include: farm incubator projects, valueadded processing education, community owned commercial kitchens and agricultural education programs. • “Growing Markets” – Projects that develop or assist the growth of local food systems, supporting Michigan farmers, while decreasing transportation impacts associated with importing food. Such projects focus on building connections between Michigan growers, processors, distributors, retailers and consumers; for example, a project that connects farmers market vendors to large institutions such as schools, hospitals, and care facilities. In addition, projects that make markets more accessible to residents are preferred, such as the purchase of EBT machines or shuttles to the farmers market location.

Eligible Applicants

The grant program is available to Michigan entitlement communities and non-profit organizations located in those communities for existing farmers markets only. Michigan entitlement communities are determined by the Federal Housing and Community Development Act, 42 USC 530L et seq. They include:

The following counties and their respective units of government: Genesee County, but not the city of Flushing Kent County, but not the city of Cedar Springs Macomb County Oakland Country Wayne County Washtenaw County and the following units of government within that county: Ann Arbor City Pittsfield Township Ypsilanti City Page 2 of 11

Ann Arbor Township Bridgewater Township Northfield Township


Salem Township Superior Township Ypsilanti Township

Grant Program 2012

York Township Scio Township

The following Michigan cities are eligible for this grant program: Battle Creek Jackson Muskegon Bay City Kalamazoo Muskegon Heights Benton Harbor Lansing Niles Midland Norton Shores Holland Portage

Port Huron Saginaw East Lansing Monroe

Types of Programs Allowed

Applications may be submitted for a variety of projects, including, but not limited to: Business Development 1. Business planning, market growth management and recordkeeping. 2. Development of direct producer-to-consumer marketing association or other organization. 3. Operations or market management issues. 4. Strategies for addressing liability coverage and insurance. Training 5. Training, education, networking and technical assistance. 6. Provide educational workshops to farmers market managers and farmers/vendors. Infrastructure and Supplies 7. Infrastructure for electronic purchasing, value-added processing and packaging, and refrigerated storage. 8. Maintenance to existing farmers market structures. 9. Waste management and recycling. 10. Transportation and delivery systems. 11. Green/renewable technology. 12. Food safety and handling. 13. Facility planning and/or design. 14. Purchase supplies for underserved farmers and markets. Marketing and Advertising 15. Acquire permanent signage for markets to identify location and operation hours. 16. The use and effect of market promotion and the measurement of its impact. 17. Conduct promotional campaigns through newspaper, radio, and television advertising. 18. Direct marketing of agricultural commodities.

Grant Dollars

This one-time allocation will require a minimum 75/25 local government cash match (75% state/25% local). Preference will be given to projects with match provided by the community; however, match from a private or non-profit source is eligible. Applicants must submit documentation stating the source of the financial commitment. State or federal funds cannot be used as a match. Page 3 of 11


Grant Program 2012

Grant funds will be available to individual qualifying communities in any dollar amount between $10,000 and $50,000. A letter from the applicant stating its financial commitment to the project is required. The total amount of grant funds available in connection with this RFP is $200,000. This will be the only grant round in 2012.

Scoring

Projects will be scored on a variety of factors, including, but not limited to: a well defined and focused project; overall impact of the project on the community; history of market operations; local commitment and documented match; project start and completion date; and use of the building and site during the farmers market off season. Preference will be given to projects that are able to initiate the project within 60 days of agreement execution and which have funding sources that allow the project to begin in that time period. Projects with multiple funding sources will need to demonstrate that they will be able to begin the project in a timely manner. A higher preference/bonus will be given for local communities and non-profit organizations that commit higher than the minimum 75/25 local cash match. Example: 60% State/40% local cash match.

Other details • •

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• • • •

Job creation is not required, but projects that lead to the creation of jobs will score more favorably. No more than two (2) applications can be submitted within a community. If multiple applications are received, the first two applications received will be scored. Late entries will not be accepted. Projects must be completed by May 31, 2013; however, projects with a completion date in 2012 will be scored more favorably. Projects with a completion date after May 31, 2013, will not be considered. Grant disbursements will be negotiated on an individual basis depending on the needs of the project and the community. It is not required that the projects are competitively bid, but it is highly recommended. Grants will only be made to an eligible applicant. Applications are due by May 4, 2012 at 3:00pm. Late entries will not be accepted.

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Grant Program 2012

Request for Proposals Instructions Selection Criteria

Responses to this RFP will be evaluated based upon the following selection process: • Proposals will be considered for quality and completeness by a Review Committee (“RC”) comprised of individuals selected by the MEDC. The RC reserves the right to request additional information from any applicant. • The MEDC, in its sole discretion, will award the grant considering the quality of proposals that were evaluated as part of this evaluation process.

Applicants Costs

The MEDC is not liable for any costs incurred by any applicant prior to signing of the Contact by all parties.

Reservation of MEDC Discretion

Notwithstanding any other statement in this RFP, the MEDC reserves the right to: 1. 2. 3. 4.

Reject any and all proposals; Waive any errors or irregularities in the bidding process or in any proposal; Rebid the project; or Defer or abandon the project.

Applicant Protest Period

If an applicant wishes to initiate a protest of the award recommendation, the applicant must submit a protest in writing by 5:00 p.m. within 14 calendar days from the date of the notice of award sent by the MEDC. The written protest should include the RFP number, clearly state the facts believed to constitute an error in the award recommendation, and describe the desired remedy. Only the information provided within the protest period will be considered in arriving at a decision. The MEDC is not required to take into consideration any material filed by any party after the protest period deadline. The MEDC’s CEO or designee will provide a written decision to the protesting party after investigating the matter or, if more information is needed, will schedule an informal meeting before issuing a decision. This decision is final. To maintain the integrity of this process and to ensure that grants are awarded without undue delay, protests requesting a waiver of the following omissions and requirements cannot be granted:

1. Failure of an applicant to properly complete proposal; 2. Failure of an applicant to submit the proposal by the due date and time; or 3. Failure of an applicant to submit a protest within fourteen days from the date of the notice of award. Page 5 of 11


Grant Program 2012

In fairness to applicants who meet specifications and to prevent delays, the MEDC will not withdraw an award or re-evaluate proposals when a protest maintains that RFP specifications were faulty.

Program Timeline

Questions regarding the Request for Proposals should be sent to [email protected] with “Urban Farmers Market RFP-Doc-4412” in the subject line by 3:00 p.m. on April 13, 2012. Responses to all qualifying questions will be posted on the MEDC’s website www.MichiganAdvantage.org/2012UrbanFarmersMarketProgramRFP/ by the close of business on April 20, 2012. Grant agreements must be executed within 60 days of award announcement or awardees risk forfeiture of grant dollars.

Projects must be completed by May 31, 2013. Priority will be given to projects that can be completed in the shortest timeframe possible. The fund disbursement schedule will be based on project milestones and will vary based on individual project needs.

Important Due Dates for Submission •

•

•

April 13, 2012, at 3:00 p.m.: Questions from potential applicants are due via e-mail to [email protected]. Please note: The MEDC will not respond to questions that are received after April 13, 2012. The MEDC will not respond to any phone inquiries or questions asked in a format outside of email. May 4, 2012, at 3:00 p.m.: Electronic submissions are due and sent to [email protected]. Hand delivered and mailed submissions will not be accepted. Communities/ non-profit organizations will receive an email notification indicating the application has been received. On or about June 1, 2012: Awardees will be announced.

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COVER SHEET

Grant Program 2012

Application Process Please complete the Request for Proposal Cover Sheet (Page 8). In addition, the following narrative information is required. If all the information is not included and addressed, your request will be considered incomplete and not reviewed and considered during this competitive process. Please limit your narrative information section to 12 pages. Any narrative information that exceeds 12 pages will not be considered.

Application Submission Submit the completed application in Word format (no PDFs) to [email protected]. Include the pictures, estimates, documentation and maps as attachment(s) in the email.

Application Attachment Requirements Please use this checklist to ensure all components of the RFP are included. Project budget. Provide all sources of funding. (Page 9).

If appropriate, high resolution, color pictures before the project begins, as well as architectural renderings or color pictures illustrating what the project will look like after completion. All images should be in .jpeg/.jpg format (Question 2).

If appropriate, detailed map showing the location of the project and other project activities. All images should be in .jpeg/.jpg format (Question 2). If appropriate, preliminary engineering estimates (Question 5).

Documentation of the commitment for all matching funds, both local and other funds. Documentation must be a signed letter from each source. The letter should include the amount and the source of the funds (water fund, sewer fund, general fund, bonds, etc.), the anticipated date of availability of the funds, and the commitment of the funds to the proposed project (Question 6).

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LOCAL APPLICANT Applicant Name Street/P.O Box City Zip Phone Fax Website Total Community Population: Grant Request Local Match Amount Source of Match


Grant Program 2012

LOCAL CONTACT INFORMATION

Contact Name Contact Title Street City Zip Phone Number Mobile Number Email PROJECT BUDGET $ $

I, (local official/chief officer), certify that applicant has matching has funds available for this project. (Attach proof of funds letter.) AUTHORIZED OFFICIAL CONTACT (IF DIFFERENT THAN ABOVE)

Name

Phone

Title

Date Deadline for submission is May 4, 2012, at 3:00 p.m. to [email protected] Late entries will not be accepted.

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PROJECT BUDGET Applicant Name: Project Cost Elements

Grant Program 2012

Project Title: Project Funding Sources (Identify all other sources)

Activities

Total


Local Community

MEDC

Private

Non Profit

Total

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Grant Program 2012

PROJECT INFORMATION AND DESCRIPTION

1. Describe the community’s development plan. Describe the proposed project and how it will positively impact your community. 2. Describe the location of the project. Provide a map of the project site, which includes all proposed activities and improvements. Include pictures of existing buildings on the site as well as architectural renderings or color pictures illustrating what the project will look like after completion. 3. Is the proposed project located within a Downtown Development Authority, a Principal Shopping District, a Business Improvement Zone, a Corridor Improvement Authority, or Historic District? Yes No 4. Provide a detailed project timeline marking sure to include necessary steps for local approvals. Please note if the project has received local approval.

BUDGET INFORMATION 5. Describe the basis and methods used for determining the costs of each proposed work activity. Provide justification on the sizes, quantities, and qualities of the infrastructure improvements. If appropriate, provide preliminary engineering estimates for construction activities. 6. Identify the source of the local match (i.e. general fund, etc) and provide documentation certifying availability of funds.

EXISTING MARKET INFORMATION 7. What months of the year does the farmer’s market currently operate? What days of the week is the market currently open? What are the current hours of operation? What is the average number of farmers/vendors open during the farmers market hours? 8. How long has the market been in operation?

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Grant Program 2012

9. Does the farmers market currently accept Bridge Cards? If yes, for how long has the farmers market been accepting Bridge Cards? If not, what steps have been taken to allow the farmers market to accept Bridge Cards? 10. Is your farmers market authorized to participate in Project FRESH? If so, how many farmers/vendors accept Project FRESH coupons? If not, what steps have been taken to encourage farmers/vendors to participate in Project FRESH? 11. What methods were used to determine the proper farmers’ market size? How many spots are currently available? 12. Describe the year round availability of local products? 13. 14.

What is the estimated occupancy rate for each of the first three years? Provide an explanation of the method used for determining leasing and occupancy rates. Describe the farmers’ market operating budget and management plan.

15.

Describe the farmers’ market tenant plan. Identify any potential tenants. What geographical area do you expect to attract tenants from?

16.

Identify all farmers markets within 50 miles of the proposed site. Include operating dates. For a list of farmers markets located in the State of Michigan, please visit the Michigan Farmers Market Association (MIFMA). URL: http://www.farmersmarkets.msu.edu/2009MarketLocations/tabid/772/Default.aspx

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