Click here for Concept Proposal Application (hosted by OpenWaters). Open April 1 - April 30, 2024

 

• Phase I: Concept Proposal Application will be an abbreviated application

• Review and Selection: Concept proposals will be reviewed and each organization will receive an invitation to complete the full application or be notified that their project was not selected.

• Phase II: Full Application

• Final Review and Selection

Translated concept proposal guides are available in Español, русский, Tiếng Việt, українець, Af-soomaali, 한국인, 中国人, Tagalog, and English.


Translated concept proposal rubrics are available in Español, русский, Tiếng Việt, українець, Af-soomaali, 한국인, 中国人, Tagalog, and English.


For Resiliency Grants Program’s Small Equipment Grant and EFAP Sub Agency Grant, visit the Harvest Against Hunger website.


Please see "Info Sessions and Technical Assistance" for office hour information.
 

Instructions for projects over $5,000.00:

• 1: Go to concept proposal (hosted in OpenWaters)
• 2: Create account (write down your log-in and password!)
• 3: Start application.​

Important Notices to Applicant:

• Before applying, please review the Resiliency Grant website for eligibility, definitions, and more. We recommend having the website open for reference during the application process.

• Review the Frequency Asked Questions (FAQ) listed on the website for updates or clarifications about this application. 

• Refer to the definitions section on the Resiliency Grant website as needed for descriptions of terms used.

• You may save and come back to this application as needed.

• This application contains important information, and it is the responsibility of the applicant to share this information with any relevant individuals.

• If your organization plans to have another organization hold the agreement (i.e. contract) for you, please note this application and instructions have been written assuming the organization holding the contract is the one applying. 

• Information collected by WSDA becomes a public record and may be disclosed unless exempted by federal or state law.
  
   

  INSTRUCTIONS FOR APPLICANTS WITH A FISCAL SPONSOR:

• In the concept proposal, pages entitled "Grantee 1" and "Grantee 2" will be completed by the fiscal sponsor.
• Selecting "yes" on Question 6 in "Grantee 2" will take you to organizational questions about the organization leading the project.
• Question 1 is about the type of organization. If your organization does not qualify as any of the options available, please skip the question and complete the concept proposal.
• If you are invited to complete a full application, there will be a corrective question.
• As a reminder, the fiscal sponsor will hold the agreement with WSDA.
• Email us with questions or concerns at foodassistancegrants@agr.wa.gov

Application Complaint Procedure
Applicants can submit a complaint before the application due date based on any of the following:

• The application unnecessarily restricts competition.
• The application evaluation or scoring process is unfair or flawed.
• The application requirements are inadequate or insufficient to prepare a response.

 
Complaints must:

• Be in writing and submitted to the Resiliency Grants Lead one week prior to the application close date to allow WSDA FA to make necessary corrections.
• Clearly articulate the basis for the complaint.
• Include a proposed remedy.

 
WSDA FA will review the complaint, notify complainant of decision, and post the resulting changes to the Resiliency Grant webpage and statewide bidder notification system (WEBS) before the end of the application period. The WSDA Director will be notified of all complaints and be provided with a copy of the agency's response. The purpose of a complaint is to resolve issues before applications are due and may not be raised again during the protest period.
 
Resiliency Grants Lead: Anna Berrey aberrey@agr.wa.gov
 
Debriefing Meeting
Unsuccessful applicants may request a meeting to critique the project review.
 
Requests for a debriefing meeting must be sent:

• Within five (5) business days of unsuccessful award notification.
• To Resiliency Grants Lead, Anna Berrey aberrey@agr.wa.gov

Protest Procedure
Protests may be made only by those who have submitted an application and participated in a debriefing meeting. Upon the completion of a debriefing meeting, the applicant has five (5) days of receiving the written decision from that meeting to file a protest with the Resiliency Grants Lead. Protests must follow the procedures described below to be considered.
 
Only protests concerning the following will be considered:

• Matters of bias, discrimination, or conflicts of interest on the part of an evaluator.
• Errors in computing application scores.
• Non-compliance with procedures described in Resiliency Grants overview or WSDA policy.
• Violations of state or federal law.

 
Protests will be rejected as without merit if they address issues such as an evaluator’s professional judgment on the quality of a proposal or WSDA’S assessment of its own and/or other agencies’ needs or requirements.
 
To file a protest, applicants must:

• Complete a debrief meeting.

• Submit a written protest within five (5) days of receiving written decision resulting from the debriefing meeting to the Resiliency Grants Lead, Anna Berrey aberrey@agr.wa.gov

 
The WSDA Director or an employee delegated by the Director will consider the protest and all available facts and issue a decision within five (5) business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay. The final determination of the protest shall:

• Find the protest lacking in merit and uphold the WSDA’s action; or
• Find only technical or harmless errors in the WSDA’s acquisition process and determine the WSDA to be in substantial compliance and reject the protest; or
• Find merit in the protest and provide the WSDA options which may include:
  • Correct the errors and re-evaluate all proposals, and/or
  • Reissue the solicitation document and begin a new process, or
  • Make other findings and determine other courses of action as appropriate.

• Agreement holder: Same as grantee.
• Ancillary charges: Costs including taxes, duty, transit insurance, freight, and installation that may or may not be included in the acquisition cost of a piece of equipment in accordance with your agency’s accounting practices. As default, WSDA will not include ancillary charges in the cost of equipment except in the case of post-purchase verification and disposition.
• Beneficiaries: Person(s) intended to derive benefit from the activities outlined in the application.
• Bids: Price offer for an item or service, demonstrating due diligence for responsible use of State and Federal funds.
• Capital Assets:
  • Tangible or intangible assets used in operations having a useful life of more than one year which are capitalized in accordance with GAAP. Capital assets include:
    • Land, buildings (facilities), equipment, and intellectual property (including software) whether acquired by purchase, construction, manufacture, exchange, or through a lease accounted for as financed purchase under Government Accounting Standards Board (GASB) standards or a finance lease under Financial Accounting Standards Board (FASB) standards; and
    • Additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations or alterations to capital assets that materially increase their value or useful life (not ordinary repairs and maintenance).
  • Capital assets do not include intangible right-to-use assets (per GASB) and right-to-use operating lease assets (per FASB). For example, assets capitalized that recognize a lessee's right to control the use of property and/or equipment for a period of time under a lease contract. See In 2 CFR 200.1 and § 200.465.
• Capital Budget project: A project to construct new facilities or make significant, long-term renewal improvements to existing facilities; may include construction, renovation, rehabilitation, and acquisition.
  • Capital Budget request: A request made to State Legislature to include a Capital Budget project in the State’s Capital Budget. A resource provided by Feeding Washington to help explain the Capital Budget process: “WA State Capital Budget 101”.
  • Capital Expenditures: Expenditures to acquire capital assets or expenditures to make additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to capital assets that materially increase their value or useful life.
• Capital improvement project: May include a remodel, building expansion, or piece of equipment that is built into the infrastructure of a building, that cannot be moved, and costs $5,000 or more.
• CSFP: Commodity Supplemental Food Program, a program of WSDA Food Assistance.
• Contracted staff: Contracted employees, also called independent contractors, contracted workers, or work-for-hire staff, are individuals hired for a specific project or a certain timeframe for a set fee.
• Contracted services: Approved third-party services acquired to perform specific activities under this agreement.
• EFAP, EFAP-Tribal: Emergency Food Assistance Program and Emergency Food Assistance Program-Tribal, programs of WSDA Food Assistance.
• Equipment: Tangible personal property (including information technology systems) that has a useful life of more than one year, is moveable, and has a per-unit cost of $5,000 or over. May include a vehicle, reach-in fridge or freezer, cardboard baler, electric pallet jack, forklift, or other.
• Equity: The consistent and systematic fair, just, and impartial treatment of all individuals, including individuals who belong to underserved communities that have been denied such treatment, such as Black, Latino, and Indigenous and Native American persons, Asian Americans and Pacific Islanders and other persons of color; members of religious minorities; lesbian, gay, bisexual, transgender, and queer (LGBTQ+) persons; persons with disabilities; persons who live in rural areas; and persons otherwise adversely affected by persistent poverty or inequality. 
• Food Bank: An organization that collects, warehouses, and distributes food, edible commodities or other product to food pantries, meal programs, and other hunger relief organizations on a regional, county, or statewide basis.
• Food Pantry: An organization that provides direct client services, food storage, and distributes unprepared food consistently to the community without charge to its clients.
• Food Purchases: Cost of food for direct service to clients. Does not include packaging or related expenses. 
• FTFB or F2FP: Farm-to-Food-Bank or Farm-to-Food-Pantry, programs of WSDA Food Assistance.
• Indirect Costs (“Indirect”): Indirect costs are the portion of the general overhead costs of an organization allocated to grant performance and allowable under the federal regulations. Indirect must: be consistently charged as indirect costs; not exceed the de minimis rate of 10% of direct costs, except when the applicant has negotiated a different indirect cost rate with the federal government; be calculated according to Modified Total Direct Cost (see 2 CFR 200.68 Modified Total Direct Cost) and not include equipment, capital improvement project costs, rental expenses, and the portion of each subaward in excess of $25,000.00. Subrecipients must not duplicate costs as both indirect and direct or be inconsistent in billing costs as indirect or direct. Organizations are not required to claim indirect.
• Grantee: Agreement holder
• Lead Agency: The entity that holds a written Agreement with Washington State Department of Agriculture (WSDA) to implement a program at the local level and/or through its Sub Agencies.
• Negotiated Indirect Cost Rate Agreement (NICRA): A document published to reflect an estimate of indirect cost rate negotiated between the Federal Government and a Grantee's organization which reflects the indirect costs (facilities and administrative costs) and fringe benefit expenses incurred by the organization.
• Operations:
  • Costs incurred for the purpose of the activities outlined in the application. Must be necessary and reasonable for the performance of the activities, applicable to this program or its purpose, and confirm to any limitations or exclusions associated with state and federal regulations, policies, and laws.
  • May include supplies, small equipment (under $4,999.99), transportation costs, rent, packaging, insurance, minor vehicle repairs, translation expenses.
• Pass-through: An arrangement approved by WSDA wherein funds are sent from the grantee to subgrantee to perform specific activities approved under this agreement.
• Project: For the purposes of this application, the project refers to the expenses and activities for which funding is being requested. 
• Quotes: Document showing costs for items or services from qualified sources, included as backup documentation for purchases $5,000 and over.
• Rural: Counties with a population density less than 100 persons per square mile or counties smaller than 225 square miles (Population density and land area criteria, Office of Financial Management).
• Staff/Personnel: The cost of staff and personnel on the organization’s payroll that are directly involved in relevant activities during the period of performance.
• Sub Agency: The entity that holds a written Agreement with a Lead Agency to implement a program at the local level.
• Subgrantee: An approved entity receiving funds from or performing services for the subrecipient of this funding.
• TEFAP: The Emergency Food Assistance Program, a program of WSDA Food Assistance.
• Underserved/under-resourced communities and community members: Populations sharing a particular characteristic, as well as geographic communities, that have been systematically denied a full opportunity to participate in aspects of economic, social, and civic life, as exemplified by the list in the preceding definition of “equity.” 
• We Feed WA: The We Feed WA Pilot Food Program of WSDA is a state alternative to the USDA program, filling the gap in Washington’s food assistance safety net by fostering economic vitality among producers and creating food access for low-income people across the state.

Who should apply? Eligible organizations meet the eligibility criteria below.

• Is a Tribe; tribal organization; 501(c) non-profit organization; public agency; or public corporation, commission, or authority established pursuant to RCW 35.21.660, RCW 89.08, or RCW 35.21.730.
  • If a nonprofit organization, has been in operation for 12 or more consecutive months and is registered with the Washington State Secretary of State as a corporation.
  • May have a fiscal sponsor with 501(c)(3) status and demonstrated capacity to ensure adequate administrative and accounting procedures to safeguard funds awarded under this grant.
• Must be located in Washington State and supporting hunger relief in Washington State.
• The applicant’s status as a legal entity must be in good standing and must not have been revoked in the previous calendar year.
• Is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded in any Federal or State department or agency from participating in transactions.
• Will direct the benefits of all awarded funds to people who live in Washington State.
• Has contracting capabilities including, but not limited to, internal controls and fund accounting procedures to assure the proper disbursement of, and accounting for, all funds. Funded agencies will be required to submit a monthly report including an expanded general ledger, related backup, and copies of all paid invoices and receipts each month.
• For $5,000 and over projects:
  • Applicant is currently registered as a statewide vendor for the state of Washington, and/or will register within thirty (30) calendar days of being selected as a successful applicant. For instructions on becoming a statewide vendor, please visit:https://ofm.wa.gov/it-systems/accounting-systems/statewide-vendorpayee-services.
  • Has additional contracting capabilities including reports provided throughout the contract period.
• All awarded agencies that also provide direct service are expected to provide low barrier access to services.
  • Agencies should not require identification or proof of residency, income, household size, or citizenship status from any community member accessing projects that are funded through WSDA.
  • As applicable, self-attestation of household size, address, income, and need should be accepted for all community members accessing WSDA resources.
  • Agencies should not decline services to community members who provide a self-attestation that they live in Washington and have food needs.

• Recipients of assistance from the WSDA FA are required to meet legal requirements relating to civil rights, nondiscrimination and nondiscriminatory use of funds. Those requirements include ensuring that entities receiving financial assistance from WSDA FA do not deny benefits or services, or otherwise discriminate on the basis of race, creed, color, national origin (including limited English proficiency), sex (including gender identity and sexual orientation), honorably discharged veteran or military status, age (40 or older), or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability.

Q: We plan to have a fiscal sponsor, what type of organization should we select on the concept proposal?

• In the concept proposal, pages entitled "Grantee 1" and "Grantee 2" will be completed by the fiscal sponsor.
• Selecting "yes" on Question 6 in "Grantee 2" will take you to organizational questions about the organization leading the project.
• Question 1 is about the type of organization. If your organization does not qualify as any of the options available, please skip the question and complete the concept proposal.
• If you are invited to complete a full application, there will be a corrective question.
• As a reminder, the fiscal sponsor will hold the agreement with WSDA.
• Email us with questions or concerns at foodassistancegrants@agr.wa.gov

Q: Can these funds be used for a feasibility study?
A: This grant is intended to fund projects that bring immediate benefit to the community. A feasibility study may be more appropriately applied to another fund source.
 
Q: We ordered a piece of equipment that was delivered in April of this year. Is this eligible for reimbursement?
A: Goods and services purchased before the agreement start date will not be eligible for reimbursement.
 
Q: Can our organization apply for both grants, the over $5,000 funding and the funding for small equipment and installation up to $4,999.99?
A: Yes, an organization may apply for both grants.
 
Q: Are certain projects preferred over others?
A: The funding objectives outline the types of projects that we intend to fund.

Q: We are a federally-recognized Tribe; do we have to upload our Secretary of State registration?
A: No, as a federally-recognized Tribe you are not required to provide this document.
 
Q: What is the difference between “equipment” and “supplies”?
A: Equipment is charged to the “equipment” budget category, and supplies are charged to the “operations” budget category, so it is helpful to understand the difference. Supplies is a term applied to items that generally have a lifespan of a year or less and are typically used up, such as pens, aluminum foil, printer toner, etc. and cost less than $5,000. Equipment does not get used up and has a lifespan of more than a year, and costs $5,000 or more such as vehicles, refrigeration units, etc.
 
Q: I’m having trouble opening the accordions on the Resiliency Grants information page. What do you recommend?
A: This issue can generally be resolved by clearing your browser history and closing/reopening your browser.
 
Q: Our organization was awarded other funding that requires a match. Can the Resiliency Grant be used as part of our match?
A: We are not aware of any restrictions for using Resiliency Grant awards as a match.
  
Q: Our organization is a Conservation District established pursuant to RCW 89.08 and are municipal special purpose districts; are we eligible to apply?
A: Yes, these organizations are eligible to apply for this funding.

Q: Does prevailing wage or Davis-Bacon apply to my project?
A: State prevailing wage requirements or Federal Davis-Bacon Act may apply to any project. WSDA FA staff are not responsible for determining prevailing wage rates or when they may apply to a project. An absolute determination regarding the applicability of prevailing wage rates can only be obtained from L&I. For information on the Washington Prevailing Wage please consult the L&I website Contractors/Employers (wa.gov) or contact L&I at PW1@Lni.wa.gov or (855) 545-8163.

• Labor and Industries: lni.wa.gov/licensing-permits/public-works-projects/prevailing-wage-rates/
• Davis-Bacon: dol.gov/agencies/whd/government-contracts/construction

Q: Our organization will have a fiscal sponsor because we are not currently a 501c3 or other type of registered non-profit. In the "Subrecipient 2" section I've selected the following: 
6. Is your organization holding the agreement for another organization? (I.e. fiscal sponsorship or other agreement)
Response: Yes, we plan to hold the agreement for a different organization.
However, we are then asked to submit SOS and EIN numbers as required fields. How should I fill this out?
A: Please enter N/A in these fields, or re-enter the information for the fiscal sponsor.
 
Q: When you ask for the start date of one of our agreements, do you mean start date of our CURRENT agreement, or the start date of the FIRST time we had an agreement?
A: Either answer is sufficient.
 
Q: How competitive can an application be for maintaining current operations instead of expanding or enhancing food access work?
A: We will not weigh one over the other – we plan to fund “maintenance levels” as well as some expansion projects, and neither is preferred over the other.
 
Q: We're trying to decide which project is the best fit, unless we can apply for both. The FAQ says an organization may apply for both grants, but I didn't see restrictions on applying multiple times for the over $5k grant. Can you please advise?
A: Yes, your organization may apply for more than one over-$5,000 grant and it would be possible to be awarded more than once – it will depend on the other applications.
 
Q: This grant seems to be focused on operations and supplies. Is it appropriate to request funds for a capital equipment purchase through the over $5,000 program? 
A: Our priorities this year include funding projects that bring immediate benefit to its intended beneficiaries, so if your project will do this it will help immensely in how it is rated. We are not planning to fund large projects that take all year to complete as we have in the past.
 
Q: For Capital Improvement Projects, are applicants expected to have bids secured by the time of application, or are we able to secure bids after receiving the notice of award?
A: Our expectation is that the necessary bids are acquired with 90 days of notification of award.

Q: There are a number of agencies that want to provide us a letter of support, but I don’t see a place to upload these in the application. Is this an allowable attachment of the Food Resiliency grant?
A: While a letter of support may not increase your odds of selection, you are absolutely welcome to provide that with your application. Since there is not an option to upload it with your application, please email it to the Resiliency Grant team (foodassistancegrants@agr.wa.gov) and make mention of the letters somewhere in your application narrative.
 
Q: What kind of technical support can an organization new to state agreements expect to receive?
A: Awarded subrecipients can expect the following:

• Multiple info sessions (required) covering a variety of topics, such as: contract overview, submittal requirements, progress reports, requirements for equipment and capital improvement projects over $5,000.00, and more.
• Email communication 24/7
• Phone calls and/or virtual meetings (Teams), scheduled as needed

 
Q: What is the cutoff time for concept proposal submission?
A: The concept proposal window closes at 11:59pm on April 30, 2024.
 
 
Q: If we are awarded, when can we begin submitting invoices for payment?
A: If awarded, invoices and all backup are to be submitted by the 20^th of the following month. More information on invoicing can be found in the 2023-2024 (last fiscal year) contract on the Resiliency Grants website.
 
Q: Will reviewers want details of what food we plan to buy with our award, such as milk/eggs/tortillas, or should we list “food”.
A: Entirely up to you how you wish to explain what you are purchasing. We suggest putting in as much detail as you would like the person/people reading your application to know – since that is all they will be privy to.
 
Q: Our organization has locations all over the county covering several districts. But in the application, you can only select one district. How should we answer this question?
A: Please select one location, then include in your application narrative (where you think it best fits) that your organization has locations all over the county.

Click here to go to our Forms and Publications page

Application Office Hours and Technical Assistance:

April 5, 2024 @ 11 AM
April 12, 2024 @ 11 AM
April 19, 2024 @ 11 AM
April 26, 2024 @ 11 AM

Click here to join.
 

• Mission: The Resiliency Grants and Initiatives Committee serves as an advisory group to WSDA Food Assistance. Our mission is to meet the legislative intent of funding in response to COVID-19 and help strengthen the Washington State hunger relief network. We are dedicated to transparent and inclusive processes, expanded outreach, and consider our end-user in all that we do.

• Vision: A vibrant and resilient Washington hunger relief network. 

Review includes two phases: 1) technical review by WSDA FA, and 2) judges review.
Technical review is to ensure eligibility before application is reviewed by judges.
 

Judges’ Processes

• Judges apply and complete conflict of interest statement.
• Judges attend orientation to learn application review processes which includes guidance to review for content (not English proficiency or grant writing skills) and to be aware of unconscious bias.
• Judges review assigned concept proposals and full applications using scoring rubric and apply individual scores.
• Judges attend regional group discussions for both concept proposals and full applications.
• Judges provide feedback on processes for future improvements.

 

Judge Assignments

• Judges include diverse representation from organizations associated with Washington State hunger relief (for their understanding of the network and industry needs), and WSDA FA staff.
• Judge regional assignments based on physical location and any conflicts of interest, with FA Program Manager approval.

 

Review, Scores, and Selection

• Applications are reviewed and scored by 2 or more people: WSDA staff and 1-2 judges from the hunger relief network.
• Post-individual review, each regional group discusses that region’s applications.
  • Score outliers are identified (a spread of two or more points for one question. Judges then discuss with help of facilitator (Grant Lead) and the judge with the outlier score can change their score. If the score is not changed, an average score is used in place of the outlier score.
  • Ultimately, the average of all scores is used for each application’s final score.
• Judge scores determine each application’s rank within regional groups. Regional rankings are a potential determining factor in selection and award.
• Rank and score may both be used for final selection within each funding category, up to the amount of funding available.

 

Reviewer Information

Reviewers will be asked to participate as follows:

• 1-hour orientation meeting at the end of April.
• Up to 4 hours of concept proposal reviewing in May.
• 1-hour reviewer meeting week of May 20.
• Up to 5 hours of full application reviewing in July.
• 1-hour reviewer meeting week of July 20.

If you are interested in participating as a reviewer for the Resiliency Grants Program, please complete the following two documents by EOD April 24, 2024.

• Reviewer Application
• Conflict of Interest Statement

Secretary of State (SOS)
Applicants must have been in operation for 12 or more consecutive months and have an active account listing with the Washington State Secretary of State as a corporation. Renewals may take time, please allow time for this process. Documents and instructions are available in the download forms section on the SOS website.
 
Statewide Vendor (SWV) Numbers
A Statewide Vendor (SWV) number is required for awarded subrecipients and is what allows organizations to receive payment (via check or direct deposit) from WSDA. Applicants may apply for a SWV number online.
 
Department of Revenue (DOR) Business Lookup
The Department of Revenue (DOR) Business Lookup lists all business licenses and related permits issued by the Washington State Department of Revenue, and is used to verify each organization’s legal and business names, as well as physical and mailing addresses. All organizations should ensure their information is current with DOR to avoid delays in contracting.

• Awarded applicants will be required to submit standard monthly reports via email that include:
  • Monthly Invoicing Backup Requirements
  • Monthly: expanded general ledger, related backup, and copies of all paid invoices and receipts for the month of service.
  • According to submittals timeline: Progress and final reports, to include narrative reports and data.
• Within 30 days of notification of award, applicants must:
  • Provide a Single Audit Exemption form (See Forms and Publications page) or Single Audit (organizations who have received $750,000 or more from federal sources in the previous year).
  • Be registered as a statewide vendor for the state of Washington, and/or will register within thirty (30) calendar days of being selected as a successful applicant. For instructions on becoming a statewide vendor, please visit: 
    https://ofm.wa.gov/it-systems/accounting-systems/statewide-vendorpayee-services
  • Have the following minimum insurance levels, as applicable:
    • Minimum public liability insurance coverage of $1,000,000 per occurrence.
    • Theft coverage of not less than the replacement value of equipment and inventory purchased with FA funds when the acquisition cost was $5,000 or more.
    • For using motor vehicles in conducting activities, minimum liability coverage of $1,000,000 per occurrence, using a Combined Single Limit for bodily injury and property; in addition, colli­sion and comprehensive insurance against physical damage, including theft, shall be provided except when the cost of the coverage would exceed the value of the vehicle.
    • Fidelity insurance for every person authorized to receive or deposit funds or issue financial documents and instruments of payment to provide protection against loss. The amount of coverage must be $100,000, or the highest planned reimbursement per Contract period, whichever is lowest.
    • All public or general liability, excess, umbrella, and property insurance policies shall name the state of Washington, Washington State Department of Agriculture (WSDA), its elected and appointed officials, agents, and employees as an additional insured.
    • If the Subrecipient is a political sub-division of the State of Washington, and individually or jointly self-insures risks, or jointly purchases insurance or reinsurance pursuit to Chapter 48.62 RCW, the Subrecipient may waive the requirement to name the state of Washington, Washington State Department of Agriculture (WSDA), its elected and appointed officials, agents, and employees as an additional insured. In lieu of an additional insured listing, the Subrecipient agrees to timely file a claim as required by the insurer and to reimburse WSDA for any improper use, disposal, loss, or damage to items procured under this Contract resulting from the failure of the Subrecipient, its agents, or its distribution sites, regardless of any recovery from insurance. Reimbursement method will be determined by WSDA and may include in-kind replacement in lieu of cash reimbursement.  This repayment obligation shall be a lien on the general revenues of the political sub-division.
    • Subrecipient shall submit the insurance certifications and additional insured endorsements within thirty (30) days of Contract execution and annually thereafter. The additional insured endorsement must be an ISO Standard Endorsement CG 2026 or equivalent. If Subrecipient has submitted insurance certifications and additional insured endorsements under a previous Contract with WSDA Food Assistance and such documents are still current, Subrecipient is relieved of the duty to submit again within thirty (30) days of Contract execution. WSDA will terminate the Contract if Subrecipient fails to timely secure and maintain insurance. In the alternative, WSDA may refuse to reimburse Subrecipient for any costs until Subrecipient submits evidence of insurance.

Schedule of Submittals 

• Unallowable expenses include purchases of land, buildings, and gift cards. For a more comprehensive list, see our Allowable and Unallowable Costs publication. Please reach out to foodassistancegrants@agr.wa.gov with questions.
• These funds are not intended for projects better served by Capital Budget requests (see definitions).  
  • This document (“WA State Capital Budget 101”) provided by our partners at Feeding Washington explains the Capital Budget process.
  • For those with active Capital Budget requests, if the project in your application is:
    1. Part of an existing Capital Budget request, please notify foodassistancegrants@agr.wa.gov to discuss.
    2. Unrelated to your Capital Budget request, you may still apply for this funding. Please note that anything requested under this grant must not be duplicative.

Translated application guides are available in Español, русский, Tiếng Việt, українець, Af-soomaali, 한국인, 中国人, Tagalog, and English.
 
For Resiliency Grants Program’s Small Equipment Grant and EFAP Sub Agency Grant, visit the Harvest Against Hunger website.

Instructions for projects over $5,000.00:

• 1: Go to main application.
• 2: Create account (write down your log-in and password!)
• 3: Start application.​

Important Notices to Applicant:

• Before applying, please review the Resiliency Grant website for eligibility, definitions, and more. We recommend having the website open for reference during the application process.

• Review the Frequency Asked Questions (FAQ) list on the website for updates or clarifications about this application. 

• Refer to the definitions section on the Resiliency Grant website as needed for descriptions of terms used.

• You may save and come back to this application as needed.

• This application contains important information, and it is the responsibility of the applicant to share this information with any relevant individuals.

• If your organization plans to have another organization hold the agreement (e.g. contract) for you, please note this application and instructions have been written assuming the organization holding the contract is the one applying. 

• Information collected by WSDA becomes a public record and may be disclosed unless exempted by federal or state law.

Application Complaint Procedure
Applicants can submit a complaint before the application due date based on any of the following:

• The application unnecessarily restricts competition.
• The application evaluation or scoring process is unfair or flawed.
• The application requirements are inadequate or insufficient to prepare a response.

 
Complaints must:

• Be in writing and submitted to the Resiliency Grants Lead one week prior to the application close date to allow WSDA FA to make necessary corrections.
• Clearly articulate the basis for the complaint.
• Include a proposed remedy.

 
WSDA FA will review the complaint, notify complainant of decision, and post the resulting changes to the Resiliency Grant webpage and statewide bidder notification system (WEBS) before the end of the application period. The WSDA Director will be notified of all complaints and be provided with a copy of the agency's response. The purpose of a complaint is to resolve issues before applications are due and may not be raised again during the protest period.
 
Resiliency Grants Lead: Anna Berrey aberrey@agr.wa.gov
 
Debriefing Meeting
Unsuccessful applicants may request a meeting to critique the project review.
 
Requests for a debriefing meeting must be sent:

• Within five (5) business days of unsuccessful award notification.
• To Resiliency Grants Lead, Anna Berrey aberrey@agr.wa.gov

Protest Procedure
Protests may be made only by those who have submitted an application and participated in a debriefing meeting. Upon the completion of a debriefing meeting, the applicant has five (5) days of receiving the written decision from that meeting to file a protest with the Resiliency Grants Lead. Protests must follow the procedures described below to be considered.
 
Only protests concerning the following will be considered:

• Matters of bias, discrimination, or conflicts of interest on the part of an evaluator.
• Errors in computing application scores.
• Non-compliance with procedures described in Resiliency Grants overview or WSDA policy.
• Violations of state or federal law.

 
Protests will be rejected as without merit if they address issues such as an evaluator’s professional judgment on the quality of a proposal or WSDA’S assessment of its own and/or other agencies’ needs or requirements.
 
To file a protest, applicants must:

• Complete a debrief meeting.

• Submit a written protest within five (5) days of receiving written decision resulting from the debriefing meeting to the Resiliency Grants Lead, Anna Berrey aberrey@agr.wa.gov

 
The WSDA Director or an employee delegated by the Director will consider the protest and all available facts and issue a decision within five (5) business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay. The final determination of the protest shall:

• Find the protest lacking in merit and uphold the WSDA’s action; or
• Find only technical or harmless errors in the WSDA’s acquisition process and determine the WSDA to be in substantial compliance and reject the protest; or
• Find merit in the protest and provide the WSDA options which may include:
  • Correct the errors and re-evaluate all proposals, and/or
  • Reissue the solicitation document and begin a new process, or
  • Make other findings and determine other courses of action as appropriate.

• Agreement holder: Same as subrecipient.
• Ancillary charges: Costs including taxes, duty, transit insurance, freight, and installation that may or may not be included in the acquisition cost of a piece of equipment in accordance with your agency’s accounting practices. As default, WSDA will not include ancillary charges in the cost of equipment except in the case of post-purchase verification and disposition.
• Beneficiaries: Person(s) intended to derive benefit from the activities outlined in the application.
• Bids: Price offer for an item or service, demonstrating due diligence for responsible use of State and Federal funds.
• Capital Assets:
  • Tangible or intangible assets used in operations having a useful life of more than one year which are capitalized in accordance with GAAP. Capital assets include:
    • Land, buildings (facilities), equipment, and intellectual property (including software) whether acquired by purchase, construction, manufacture, exchange, or through a lease accounted for as financed purchase under Government Accounting Standards Board (GASB) standards or a finance lease under Financial Accounting Standards Board (FASB) standards; and
    • Additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations or alterations to capital assets that materially increase their value or useful life (not ordinary repairs and maintenance).
  • Capital assets do not include intangible right-to-use assets (per GASB) and right-to-use operating lease assets (per FASB). For example, assets capitalized that recognize a lessee's right to control the use of property and/or equipment for a period of time under a lease contract. See In 2 CFR 200.1 and § 200.465.
• Capital Budget project: A project to construct new facilities or make significant, long-term renewal improvements to existing facilities; may include construction, renovation, rehabilitation, and acquisition.
  • Capital Budget request: A request made to State Legislature to include a Capital Budget project in the State’s Capital Budget. A resource provided by Feeding Washington to help explain the Capital Budget process: “WA State Capital Budget 101”.
  • Capital Expenditures: Expenditures to acquire capital assets or expenditures to make additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to capital assets that materially increase their value or useful life.
• Capital improvement project: May include a remodel, building expansion, or piece of equipment that is built into the infrastructure of a building, that cannot be moved, and costs $5,000 or more.
• CSFP: Commodity Supplemental Food Program, a program of WSDA Food Assistance.
• Contracted staff: Contracted employees, also called independent contractors, contracted workers, or work-for-hire staff, are individuals hired for a specific project or a certain timeframe for a set fee.
• Contracted services: Approved third-party services acquired to perform specific activities under this agreement.
• EFAP, EFAP-Tribal: Emergency Food Assistance Program and Emergency Food Assistance Program-Tribal, programs of WSDA Food Assistance.
• Equipment: Tangible personal property (including information technology systems) that has a useful life of more than one year, is moveable, and has a per-unit cost of $5,000 or over. May include a vehicle, reach-in fridge or freezer, cardboard baler, electric pallet jack, forklift, or other.
• Equity: The consistent and systematic fair, just, and impartial treatment of all individuals, including individuals who belong to underserved communities that have been denied such treatment, such as Black, Latino, and Indigenous and Native American persons, Asian Americans and Pacific Islanders and other persons of color; members of religious minorities; lesbian, gay, bisexual, transgender, and queer (LGBTQ+) persons; persons with disabilities; persons who live in rural areas; and persons otherwise adversely affected by persistent poverty or inequality. 
• Food Bank: An organization that collects, warehouses, and distributes food, edible commodities or other product to food pantries, meal programs, and other hunger relief organizations on a regional, county, or statewide basis.
• Food Pantry: An organization that provides direct client services, food storage, and distributes unprepared food consistently to the community without charge to its clients.
• Food Purchases: Cost of food for direct service to clients. Does not include packaging or related expenses. 
• FTFB or F2FP: Farm-to-Food-Bank or Farm-to-Food-Pantry, programs of WSDA Food Assistance.
• Indirect Costs (“Indirect”): Indirect costs are the portion of the general overhead costs of an organization allocated to grant performance and allowable under the federal regulations. Indirect must: be consistently charged as indirect costs; not exceed the de minimis rate of 10% of direct costs, except when the applicant has negotiated a different indirect cost rate with the federal government; be calculated according to Modified Total Direct Cost (see 2 CFR 200.68 Modified Total Direct Cost) and not include equipment, capital improvement project costs, rental expenses, and the portion of each subaward in excess of $25,000.00. Subrecipients must not duplicate costs as both indirect and direct or be inconsistent in billing costs as indirect or direct. Organizations are not required to claim indirect.

• Lead Agency: The entity that holds a written Agreement with Washington State Department of Agriculture (WSDA) to implement a program at the local level and/or through its Sub Agencies.
• Negotiated Indirect Cost Rate Agreement (NICRA): A document published to reflect an estimate of indirect cost rate negotiated between the Federal Government and a Grantee's organization which reflects the indirect costs (facilities and administrative costs) and fringe benefit expenses incurred by the organization.
• Operations:
  • Costs incurred for the purpose of the activities outlined in the application. Must be necessary and reasonable for the performance of the activities, applicable to this program or its purpose, and confirm to any limitations or exclusions associated with state and federal regulations, policies, and laws.
  • May include supplies, small equipment (under $4,999.99), transportation costs, rent, packaging, insurance, minor vehicle repairs, translation expenses.

• Pass-through: An arrangement approved by WSDA wherein funds are sent from the subrecipient to subawardees to perform specific activities approved under this agreement.

• Project: For the purposes of this application, the project refers to the expenses and activities for which funding is being requested. 
• Quotes: Document showing costs for items or services from qualified sources, included as backup documentation for purchases $5,000 and over.
• Rural: Counties with a population density less than 100 persons per square mile or counties smaller than 225 square miles (Population density and land area criteria, Office of Financial Management).
• Staff/Personnel: The cost of staff and personnel on the organization’s payroll that are directly involved in relevant activities during the period of performance.
• Sub Agency: The entity that holds a written Agreement with a Lead Agency to implement a program at the local level.
• Subawardee: An approved entity receiving funds from or performing services for the subrecipient of this funding.
• Subrecipient: Agreement holder
• TEFAP: The Emergency Food Assistance Program, a program of WSDA Food Assistance.
• Underserved communities and community members: Populations sharing a particular characteristic, as well as geographic communities, that have been systematically denied a full opportunity to participate in aspects of economic, social, and civic life, as exemplified by the list in the preceding definition of “equity.” 
• We Feed WA: The We Feed WA Pilot Food Program of WSDA is a state alternative to the USDA program, filling the gap in Washington’s food assistance safety net by fostering economic vitality among producers and creating food access for low-income people across the state.

Who should apply? Eligible organizations meet the eligibility criteria below.

• Is a Tribe; tribal organization; 501(c) non-profit organization; public agency; or public corporation, commission, or authority established pursuant to RCW 35.21.660, RCW 89.08, or RCW 35.21.730.
  • If a nonprofit organization, has been in operation for 12 or more consecutive months and is registered with the Washington State Secretary of State as a corporation.
  • May have a fiscal sponsor with 501(c)(3) status and demonstrated capacity to ensure adequate administrative and accounting procedures to safeguard funds awarded under this grant.
• Must be located in Washington State and supporting hunger relief in Washington State.
• Currently active in System for Award Management (SAM) and has a Unique Entity ID (formerly known as DUNS#). 
• The applicant’s status as a legal entity must be in good standing and must not have been revoked in the previous calendar year.
• Is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded in any Federal or State department or agency from participating in transactions.
• Will direct the benefits of all awarded funds to people who live in Washington State.
• Has contracting capabilities including, but not limited to, internal controls and fund accounting procedures to assure the proper disbursement of, and accounting for, all funds. Funded agencies will be required to submit a monthly report including an expanded general ledger, related backup, and copies of all paid invoices and receipts each month.
• For $5,000 and over projects:
  • Applicant is currently registered as a statewide vendor for the state of Washington, and/or will register within thirty (30) calendar days of being selected as a successful applicant. For instructions on becoming a statewide vendor, please visit:https://ofm.wa.gov/it-systems/accounting-systems/statewide-vendorpayee-services.
  • Has additional contracting capabilities including reports provided throughout the contract period.
• All awarded agencies that also provide direct service are expected to provide low barrier access to services.
  • Agencies should not require identification or proof of residency, income, household size, or citizenship status from any community member accessing projects that are funded through WSDA.
  • As applicable, self-attestation of household size, address, income, and need should be accepted for all community members accessing WSDA resources.
  • Agencies should not decline services to community members who provide a self-attestation that they live in Washington and have food needs.
• Recipients of Federal financial assistance from the Treasury are required to meet legal requirements relating to nondiscrimination and nondiscriminatory use of Federal funds. Those requirements include ensuring that entities receiving Federal financial assistance from the Treasury do not deny benefits or services, or otherwise discriminate on the basis of race, color, national origin (including limited English proficiency), disability, age, or sex (including sexual orientation and gender identity).

Q: Can these funds be used for a feasibility study?
A: This grant is intended to fund projects that bring immediate benefit to the community. A feasibility study may be more appropriately applied to another fund source.
 
Q: We ordered a piece of equipment that was delivered in April of this year. Is this eligible for reimbursement?
A: Goods and services purchased before the agreement start date will not be eligible for reimbursement.
 
Q: Can our organization apply for both grants, the over $5,000 funding and the funding for small equipment and installation up to $4,999.99?
A: Yes, an organization may apply for both grants.
 
Q: If I have a Unique Entity ID (UEI), then am I registered in System of Award Management (SAM)?
A: SAM registration includes acquiring a UEI, but it is not the entire process. Active SAM registration is a requirement of this grant.
 
Q: Are certain projects preferred over others?
A: The funding objectives outline the types of projects that we intend to fund.

Q: On the Grant Program Accounting System and Financial Capability Questionnaire, does a Federal appropriation count as a Federal award?
A: Yes, in this case an appropriate from Federal legislature would count as an award.
 
Q: We are a federally-recognized Tribe; do we have to upload our Secretary of State registration?
A: No, as a federally-recognized Tribe you are not required to provide this document.
 
Q: What is the difference between “equipment” and “supplies”?
A: Equipment is charged to the “equipment” budget category, and supplies are charged to the “operations” budget category, so it is helpful to understand the difference. Supplies is a term applied to items that generally have a lifespan of a year or less and are typically used up, such as pens, aluminum foil, printer toner, etc. Equipment does not get used up and has a lifespan of more than a year, such as computers, chairs, or a canopy.
 
Q: I’m having trouble opening the accordions on the Resiliency Grants information page. What do you recommend?
A: This issue can generally be resolved by clearing your browser history and closing/reopening your browser.
 
Q: Where can we find the Grant Program Accounting System & Financial Capability Questionnaire?
A: This and other forms related to the Resiliency Grant can be found here: agr.wa.gov/services/food-access/hunger-relief-agency-hub/fa-forms-and-pubs
 
Q: Our organization was awarded other funding that requires a match. Can the Resiliency Grant be used as part of our match?
A: We are not aware of any restrictions for using Resiliency Grant awards as a match.
  
Q: Our organization is a Conservation District established pursuant to RCW 89.08 and are municipal special purpose districts; are we eligible to apply?
A: Yes, these organizations are eligible to apply for this funding.

Q: Does prevailing wage or Davis-Bacon apply to my project?
A: State prevailing wage requirements or Federal Davis-Bacon Act may apply to any project. WSDA FA staff are not responsible for determining prevailing wage rates or when they may apply to a project. An absolute determination regarding the applicability of prevailing wage rates can only be obtained from L&I. For information on the Washington Prevailing Wage please consult the L&I website Contractors/Employers (wa.gov) or contact L&I at PW1@Lni.wa.gov or (855) 545-8163.

• Labor and Industries: lni.wa.gov/licensing-permits/public-works-projects/prevailing-wage-rates/
• Davis-Bacon: dol.gov/agencies/whd/government-contracts/construction

Q: Our organization will have a fiscal sponsor, because we are not currently a 501c3 or other type of registered non-profit. In the "Subrecipient 2" section I've selected the following: 
6. Is your organization holding the agreement for another organization? (I.e. fiscal sponsorship or other agreement)
Response: Yes, we plan to hold the agreement for a different organization.
However, we are then asked to submit SOS and EIN numbers as required fields. How should I fill this out?
A: Please enter N/A in these fields, or re-enter the information for the fiscal sponsor.
 
Q: When you ask for the start date of one of our agreements, do you mean start date of our CURRENT agreement, or the start date of the FIRST time we had an agreement?
A: Either answer is sufficient.
 
Q: How competitive can an application be for maintaining current operations instead of expanding or enhancing food access work?
A: We will not weigh one over the other – we plan to fund “maintenance levels” as well as some expansion projects, and neither is preferred over the other.
 
Q: We're trying to decide which project is the best fit, unless we can apply for both. The FAQ says an organization may apply for both grants, but I didn't see restrictions on applying multiple times for the over $5k grant. Can you please advise?
A: Yes, your organization may apply for more than one over-$5,000 grant and it would be possible to be awarded more than once – it will depend on the other applications.
 
Q: Can our organization apply for both grants, the over $5,000 funding and the funding for small equipment and installation up to $4,999.99?
A: Yes, an organization may apply for both grants.
 
Q: This grant seems to be focused on operations and supplies. Is it appropriate to request funds for a capital equipment purchase through the over $5,000 program? 
A: Our priorities this year include funding projects that bring immediate benefit to its intended beneficiaries, so if your project will do this it will help immensely in how it is rated. We are not planning to fund large projects that take all year to complete as we have in the past.
 
Q: For Capital Improvement Projects, are applicants expected to have bids secured by the time of application, or are we able to secure bids after receiving the notice of award?
A: Our expectation is that the necessary bids are acquired with 90 days of notification of award.

Q: There are a number of agencies that want to provide us a letter of support, but I don’t see a place to upload these in the application. Is this an allowable attachment of the Food Resiliency grant?
A: While a letter of support may not increase your odds of selection, you are absolutely welcome to provide that with your application. Since there is not an option to upload it with your application, please email it to the Resiliency Grant team (foodassistancegrants@agr.wa.gov) and make mention of the letters somewhere in your application narrative.
 
Q: What kind of technical support can an organization new to state and federal agreements expect to receive?
A: Awarded subrecipients can expect the following:

• Multiple info sessions (required) covering a variety of topics, such as: contract overview, submittal requirements, progress reports, requirements for equipment and capital improvement projects over $5,000.00, and more. We also have four (4) info sessions already recorded on the website covering other topics leading up to the application launch.
• Email communication 24/7
• Phone calls and/or virtual meetings (Teams), scheduled as needed

 
Q: What is the cutoff time for application submission?
A: The application window closes at 11:59pm on July 31, 2023.
 
Q: When will notification letters be received?
A: We aim to send notification letters in middle to late August.
 
Q: If awarded, can we charge staff time back to 7/1/2023 and include this in our budget?
A: Yes, we do anticipate that agreements will be backdated to 7/1/2023, making these wages an eligible expense.
 
Q: If we are awarded, when can we begin submitting invoices for payment?
A: If awarded, invoices and all backup are to be submitted by the 20^th of the following month. More information on invoicing can be found in the 2022-2023 (last fiscal year) contract on the Resiliency Grants website.
 
Q: Is there a word count or character limit in the narrative sections?
A: No, for the narrative sections of the application there is not a limit to words or characters.
 
Q: Regarding the application budget questions, if our project costs will exceed the maximum award size, do you want the costs for the overall project or just the amount that would be applied to this grant?
A: Please explain how this fits into the larger project, but focus your budget on the amount that is to be charged to this grant.
 
Q: Will reviewers want details of what food we plan to buy with our award, such as milk/eggs/tortillas, or should we list “food”.
A: Entirely up to you how you wish to explain what you are purchasing. We suggest putting in as much detail as you would like the person/people reading your application to know – since that is all they will be privy to.

Q: We are a tribe, church, or public entity and therefore are not required to submit some documentation such as SOS, SAM and/or IRS. But these fields are required in the application. What do you recommend?
A: If you know your organization is not required to have this documentation, please enter ‘dummy’ information in place of actual information – such as “not required” or dates far into the future. As we will be doing our own internal technical reviews of this information, we will completely understand the reasoning for this. We apologize for the inconvenience!
 
Q: We noticed the focus is on funding organizations in rural counties. We are located in King county and the requirement that organizations be “rural or remote” might exclude us. Should we continue with our application?
A: While rural or less dense regions are considered underserved communities and are part of our funding priorities, not being located in one of these areas by no means excludes you from application or award.
 
Q: Our organization has locations all over the county covering several districts. But in the application, you can only select one district. How should we answer this question?
A: Please select one location, then include in your application narrative (where you think it best fits) that your organization has locations all over the county.

Click here to go to our Forms and Publications page

Application Info Sessions:

May 10, 2023 @ 9 AM Website Overview Presentation
May 17, 2023 @ 9 AM Submittals Overview Presentation
May 24, 2023 @ 9 AM Financing Overview Presentation
May 31, 2023 @ 9 AM Equipment and Capital Improvement Presentation
June 14, 2023 @ 9 AM Application Overview Presentation

Subrecipient Required Info Sessions:

October 26, 2023 Agreement
November 2, 2023 Performance Measure Slides
November 9, 2023 Invoicing Slides
November 16, 2023 Equipment and Capital Improvement Requirements Slides
 

• Mission: The Resiliency Grants and Initiatives Committee serves as an advisory group to WSDA Food Assistance. Our mission is to meet the legislative intent of funding in response to COVID-19 and help strengthen the Washington State hunger relief network. We are dedicated to transparent and inclusive processes, expanded outreach, and consider our end-user in all that we do.

• Vision: A vibrant and resilient Washington hunger relief network. 

Review includes two phases: 1) technical review by WSDA FA, and 2) judges review.
Technical review is to ensure eligibility before application is reviewed by judges.

Judges’ Processes

• Judges submit applications, complete conflict of interest documents, and attend orientation.
• Judges are assigned applications based on regional location to avoid conflict of interest.
• Judges review their assigned applications using the provided scoring rubric and apply their individual scores. After, regional groups convene to discuss all applications from that area to discuss outlier scores and determine final scores and regional rankings.
• Judges provide feedback on review processes for future improvements.

Judge Assignments

• WSDA FA does broad outreach for judges to provide diverse representation from Washington State hunger relief.
• Final regional assignments are based on physical location and conflicts of interest, with FA Program Manager approval.

Review, Scores, and Selection

• Applications are reviewed and scored by 2 or more people including WSDA staff and 1 or more judges.
• Post-individual review, each regional group convenes to discuss that region’s applications.
  • Outlier scores are highlighted, then judges discuss the outliers with the help of a facilitator (the Resiliency Grant Lead) at which time the judge with the outlier score can change their score. If the judge does not wish to change their score, an average score is used in its place.
  • Ultimately, the average of all judge scores are used to determine the ranking of applications within each region. Regional rankings are a potential determining factor in selection and award.
• In 2022-2023, underserved communities received +1 to rank rating.
• Rank and score may both be used for final selection within each funding category, up to the amount of funding available.

Scoring Selection Rubric

Interested Judges (Reviewers) Apply Here

• Reviewer Application
• Conflict of Interest Statement
• Review and Selection Processes
• Regional Map

System for Award Management (SAM) 
A current and active registration in SAM as well as a Unique Entity ID (UEI) is required to apply. Register in SAM for free at SAM.gov. For quick guides related to updating or registering your entity, visit the Federal Service Desk quick guide site or contact weekdays 8am-8pm EST 866-606-8220. Please allow time for this process.

Secretary of State (SOS)
Applicants must have been in operation for 12 or more consecutive months and have an active account listing with the Washington State Secretary of State as a corporation. Renewals may take time, please allow time for this process. Documents and instructions are available in the download forms section on the SOS website.
 
Statewide Vendor (SWV) Numbers
A Statewide Vendor (SWV) number is required for awarded subrecipients and is what allows organizations to receive payment (via check or direct deposit) from WSDA. Applicants may apply for a SWV number online.
 
Department of Revenue (DOR) Business Lookup
The Department of Revenue (DOR) Business Lookup lists all business licenses and related permits issued by the Washington State Department of Revenue, and is used to verify each organization’s legal and business names, as well as physical and mailing addresses. All organizations should ensure their information is current with DOR to avoid delays in contracting.

• Awarded applicants will be required to submit standard monthly reports via email that include:
  • Monthly Invoicing Backup Requirements
  • Monthly: expanded general ledger, related backup, and copies of all paid invoices and receipts for the month of service.
  • According to submittals timeline: Progress and final reports, to include narrative reports and data.
• Within 30 days of notification of award, applicants must:
  • Provide a Single Audit Exemption form (See Forms and Publications page) or Single Audit (organizations who have received $750,000 or more from federal sources in the previous year).
  • Be registered as a statewide vendor for the state of Washington, and/or will register within thirty (30) calendar days of being selected as a successful applicant. For instructions on becoming a statewide vendor, please visit: 
    https://ofm.wa.gov/it-systems/accounting-systems/statewide-vendorpayee-services
  • Have the following minimum insurance levels, as applicable:
    • Minimum public liability insurance coverage of $1,000,000 per occurrence.
    • Theft coverage of not less than the replacement value of equipment and inventory purchased with FA funds when the acquisition cost was $5,000 or more.
    • For using motor vehicles in conducting activities, minimum liability coverage of $1,000,000 per occurrence, using a Combined Single Limit for bodily injury and property; in addition, colli­sion and comprehensive insurance against physical damage, including theft, shall be provided except when the cost of the coverage would exceed the value of the vehicle.
    • Fidelity insurance for every person authorized to receive or deposit funds or issue financial documents and instruments of payment to provide protection against loss. The amount of coverage must be $100,000, or the highest planned reimbursement per Contract period, whichever is lowest.
    • All public or general liability, excess, umbrella, and property insurance policies shall name the state of Washington, Washington State Department of Agriculture (WSDA), its elected and appointed officials, agents, and employees as an additional insured.
    • If the Subrecipient is a political sub-division of the State of Washington, and individually or jointly self-insures risks, or jointly purchases insurance or reinsurance pursuit to Chapter 48.62 RCW, the Subrecipient may waive the requirement to name the state of Washington, Washington State Department of Agriculture (WSDA), its elected and appointed officials, agents, and employees as an additional insured. In lieu of an additional insured listing, the Subrecipient agrees to timely file a claim as required by the insurer and to reimburse WSDA for any improper use, disposal, loss, or damage to items procured under this Contract resulting from the failure of the Subrecipient, its agents, or its distribution sites, regardless of any recovery from insurance. Reimbursement method will be determined by WSDA and may include in-kind replacement in lieu of cash reimbursement.  This repayment obligation shall be a lien on the general revenues of the political sub-division.
    • Subrecipient shall submit the insurance certifications and additional insured endorsements within thirty (30) days of Contract execution and annually thereafter. The additional insured endorsement must be an ISO Standard Endorsement CG 2026 or equivalent. If Subrecipient has submitted insurance certifications and additional insured endorsements under a previous Contract with WSDA Food Assistance and such documents are still current, Subrecipient is relieved of the duty to submit again within thirty (30) days of Contract execution. WSDA will terminate the Contract if Subrecipient fails to timely secure and maintain insurance. In the alternative, WSDA may refuse to reimburse Subrecipient for any costs until Subrecipient submits evidence of insurance.

Schedule of Submittals 

• Unallowable expenses include purchases of land, buildings, and gift cards. For a more comprehensive list, see our Allowable and Unallowable Costs publication. Please reach out to foodassistancegrants@agr.wa.gov with questions.
• These funds are not intended for projects better served by Capital Budget requests (see definitions).  
  • This document (“WA State Capital Budget 101”) provided by our partners at Feeding Washington explains the Capital Budget process.
  • For those with active Capital Budget requests, if the project in your application is:
    1. Part of an existing Capital Budget request, please notify foodassistancegrants@agr.wa.gov to discuss.
    2. Unrelated to your Capital Budget request, you may still apply for this funding. Please note that anything requested under this grant must not be duplicative.

Mission

The Flexible Funding Grants Subcommittee serves as an advisory group to WSDA Food Assistance for the purpose of facilitating grant opportunities that equip hunger relief organizations and tribes to: support and improve client access to nutritious and culturally-relevant foods, increase food distribution efficiencies, and encourage innovation within the food system.

Our mission is to meet the legislative intent and strategically strengthen the entire hunger relief network of Washington, emphasizing rural and underrepresented communities, meal programs, and local agriculture. We are dedicated to transparent and inclusive processes, expanded outreach, and consider our end-user in all that we do.

Vision

A vibrant and resilient Washington hunger relief network.