TEXAS DEPARTMENT OF AGRICULTURE
SPECIALTY CROP RETAIL PROMOTION GRANT
REQUEST FOR APPLICATION
COMMISSIONER SID MILLER
General Information ........................................................................................................................ 2
1. Introduction ............................................................................................................................. 2
2. Program Authority................................................................................................................... 2
3. Projected Timeline of Events .................................................................................................. 2
4. Eligibility................................................................................................................................. 2
5. Grantee Responsibilities and Accountability .......................................................................... 2
6. Funding Parameters ................................................................................................................. 3
7. Term of Funding or Duration of Projects ................................................................................ 3
8. Application Requirements ....................................................................................................... 3
9. Program Requirements, Eligible Activities, Use of GO TEXAN Certification Mark ............ 3
10. Program Contact .................................................................................................................... 3
Review and Selection Process ........................................................................................................ 4
1. Screening, Evaluation and Selection of Application ............................................................... 4
2. Execution of Agreement.......................................................................................................... 4
Administrative Information ............................................................................................................ 4
1. Costs Incurred Prior to Executed Agreement .......................................................................... 4
2. Right to Amend or Terminate Program .................................................................................. 4
3. Confidential Information/Public Information ......................................................................... 4
4. Conflict of Interest .................................................................................................................. 5
Submission Instructions .................................................................................................................. 5
Evaluation Criteria .......................................................................................................................... 7
Application
Form A. Application Face Page ................................................................................................. 1
Form B. Project Narrative and Budget ....................................................................................... 3
Please read all materials before preparing and submitting the application. Failure to follow the
instructions and requirements described in this Request for Application (RFA) may result in the
disqualification of the application.
Specialty Crop Retail Promotion Grant
General Information
1. Introduction
The Texas Department of Agriculture (TDA) is accepting applications for the Specialty Crop
Retail Promotion Reimbursement Grant (Program) designed to create a concentrated and
coordinated effort of retailers across the state to promote Texas specialty crops, including but not
limited to, produce, tree nuts, floriculture and/or horticulture. Funds are available from the
United States Department of Agriculture (USDA) through a Specialty Crop Block Grant
Program (SCBGP) grant to TDA to support a retailer promotion initiative.
2. Program Authority
The SCBGP is authorized by the Food, Conservation, and Energy Act of 2008 (Farm Bill),
which amended the Specialty Crops Competitiveness Act of 2004 (7 U.S.C. 1621 note) and
authorized the USDA to provide grants to States for each of the fiscal years 2008 through 2012
to enhance the competitiveness of specialty crops.
3. Projected Timeline of Events
Application Availability:
Application Deadline:
Start Date of Project:
Immediately
Applications will be accepted until all funds have been
allocated
Upon award
4. Eligibility
Texas retailers that purchase Texas specialty crop products including, but not limited to, produce,
olive oil, honey, tree nuts, floriculture and/or horticulture from multiple producers and sell
directly to consumers may apply for funds to enhance promotional activities of these Texas
specialty crops.
5. Grantee Responsibilities and Accountability
The grantee has full responsibility for the conduct of the project supported by SCBGP and for the
results achieved. Each grantee shall monitor the day-to-day performance of the grant project to
assure adherence to statutes, regulations, and grant terms and conditions. The grantee will carry
out the activities described in the scope of work to achieve project goals, objectives, and desired
outcomes.
The grantee will be accountable for all grant funds and must ensure all funds are used solely for
authorized purposes. The grantee must ensure:
•
•
•
Funds are used only for activities covered by the approved project.
Funds are not used in violation of the restrictions and prohibitions of applicable statutes.
All budget and performance reports are completed in a timely manner.
Each grantee must ensure they have an adequate accounting system in place and good internal
controls to ensure expenditures and reimbursements are reported and maintained for three (3)
years after the conclusion of the project.
Trade & Business Development
Marketing and International Trade
RFA 2
Specialty Crop Retail Promotion Grant
6. Funding Parameters
Selected applicants (Grantee) will receive project funding on a cost reimbursement basis. Funds
will not be advanced to grantees. Grantees must have the financial capability to pay all costs upfront. Grants will be awarded in amounts not exceeding $50,000 per retail organization. A total
of $200,000 is available for Retailer Promotion Grants.
7. Term of Funding or Duration of Projects
The project period will vary depending on items selected for promotion. The term will begin
from the effective date of the grant award. Award terms will not exceed 12 months.
8. Application Requirements
To be considered, applications must be complete and include all of the following information:
Form A. Application Face Page (not counted in page limit)
Form B. Project Narrative and Budget
The grant application and instructions can be downloaded by selecting “Specialty Crop
Promotions” under the “For Members” tab of the GO TEXAN website at gotexan.org.
9. Program Requirements, Eligible Activities, Use of GO TEXAN Certification Mark
Grantees will be required to submit reports, in a format prescribed by TDA, demonstrating the
percentage increases in sales volume and value. Sales during and following program events
should be compared to sales from the same time period one year prior. Grantees will be required
to submit photos of promotions and/or events, as well as all final reports before funds will be
released. Failure to comply with the grant agreement may result in termination of the award, or
denial of funding or reimbursement by TDA.
Retailers that actively purchase Texas specialty crops including, but not limited to, produce,
olive oil, honey, tree nuts, floriculture and/or horticulture products and are marketing directly to
consumers may apply for funds to promote these products using one or more of the following
activities:
(1)
In-store demonstrations;
(2)
Advertisements or store flyers;
(3)
In-store coupons; and/or
(4)
Other advertising.
Approved products include those found on USDA’s list of eligible specialty crops. ALL
promotional materials that incorporate the GO TEXAN certification mark must be provided to
TDA for approval at least seven business days before release.
10. Program Contact
Contact the Marketing and International Trade Division office at 512-463-9639 with questions
regarding this program.
Trade & Business Development
Marketing and International Trade
RFA 3
Specialty Crop Retail Promotion Grant
Review and Selection Process
1. Screening, Evaluation and Selection of Application
Applications will be screened for eligibility and completeness. Late, incomplete, and those
applications that do not meet program requirements will not be reviewed for funding
consideration.
Applications will be evaluated for funding consideration based on the Evaluation Criteria
provided.
2. Execution of Agreement
TDA shall make the final decision regarding individual award amounts and reserves the right to
amend awards during the term of the agreement to the extent it deems necessary. Contingent
upon available funds, Grantee(s) may be required to submit a revised budget and project
narrative to reflect amended funding levels.
Administrative Information
1. Costs Incurred Prior to Executed Agreement
TDA reserves the right to reject any or all applications and is not liable for costs incurred by the
applicant in the development, submission, or review of the application. Costs incurred by the
grantee prior to the effective date of grant agreement will not be eligible for reimbursement.
2. Right to Amend or Terminate Program
All grant awards are subject to the availability of appropriations and authorizations by the Texas
Legislature.
TDA reserves the right to alter, amend, or clarify any provisions, terms, or conditions of this
program or any grant awarded as a result thereof, or to terminate this program at any time prior
to the execution of an agreement, if TDA determines that it is in the best interest of TDA.
3. Confidential Information/Public Information
The Applicant is responsible for clearly designating any portion of the application as proprietary
and must state the reason(s) the information is designated as such. Marking the entire application
as proprietary is not acceptable and will not be taken into consideration in the event that TDA
receives a public information request related to the application. TDA shall determine whether the
information in the application marked as proprietary meets statutory criteria for exception to
disclosure under the Public Information Act, Chapter 552 of the Texas Government Code.
Applicants are advised to consult with their legal counsel regarding disclosure issues and to take
appropriate precautions to safeguard trade secrets or any other proprietary information.
All applications submitted under this program are subject to release as public information, unless
the applicant can demonstrate that information is exempt from the Texas Public Information Act,
Chapter 552 of the Government Code.
Trade & Business Development
Marketing and International Trade
RFA 4
Specialty Crop Retail Promotion Grant
4. Conflict of Interest
The Applicant is required to disclose any existing or potential conflicts of interest relative to this
grant program. Failure to disclose any such relationship may result in the Applicant’s
disqualification or termination of agreement.
Submission Instructions
Eligible applicants will be considered for funding contingent upon the availability of funds.
Completed applications will be reviewed on a first-come, first-serve basis. Applications will be
accepted by the Texas Department of Agriculture until all funds are awarded. TDA will email an
acknowledgement receipt to the project coordinator indicating the application was received.
It is the applicant’s responsibility to submit all materials necessary for evaluation to ensure
timely delivery. Only materials received by the application deadline will be reviewed.
Incomplete proposals will not be accepted.
Submit one complete application, including all required attachments to any of the following:
Mailing Address:
Texas Department of Agriculture
Marketing and International Trade Division
Attn: Specialty Crop Program
P.O. Box 12847
Austin, Texas 78711
Overnight and Physical Mailing:
Texas Department of Agriculture
Marketing and International Trade Division
Attn: Specialty Crop Program
1700 N. Congress Ave., 11th Floor
Austin, Texas 78701
Applications should clearly identify the RFA title on the envelope or fax cover page.
Email Submissions:
The subject line for email submissions must contain the RFA title and applicant’s initials.
Applications should be sent to: Grants@TexasAgriculture.gov.
The applicant is solely responsible for ensuring that their complete electronic application is sent
to, and actually received by, TDA in a timely manner and at the proper destination server.
TDA takes no responsibility for electronic bids that are captured, blocked, filtered, quarantined
or otherwise prevented from reaching the proper destination server by any TDA anti-virus or
other security software.
IMPORTANT NOTE: TDA recommends a limit on the attachments to 10MB each.
All emailed documents must be submitted in Microsoft office format (Word and Excel), or in a
form that may be read by Microsoft Office software. Any documents with signatures must be
submitted as an Adobe Portable Document Format (PDF) file. Pictures of applications or
proposals will not be accepted.
Trade & Business Development
Marketing and International Trade
RFA 5
Specialty Crop Retail Promotion Grant
TDA is not responsible for documents that cannot be read or converted. Unreadable proposals
may be, in TDA’s discretion, rejected as nonresponsive.
Trade & Business Development
Marketing and International Trade
RFA 6
Specialty Crop Retail Promotion Grant
Evaluation Criteria
Evaluation Criteria – For TDA USE ONLY
Number of Texas-grown produce, tree nuts, floriculture or horticulture items (in season) to
be featured
 1-2 items = 5 points
 3-5 items = 8 points
 6+ items = 10 points
In-store demonstrations or product samplings to be held during the term of the program
 Less than 20 = 0 points
 20-50 demonstrations = 5 points
 50-75 demonstrations = 8 points
 75+ demonstrations = 10 points
Retailer creation of TDA-approved signage displaying the GO TEXAN certification mark
(average per store)
 1-4 GO TEXAN signs = 2 points
 5-20 GO TEXAN signs = 5 points
 21-50 GO TEXAN signs = 7 points
 51+ GO TEXAN signs = 8 points
Retailer creation of GO TEXAN produce, floriculture, horticulture and/or tree nut displays
e.g. end caps, featured sections, etc. (weeks do not need to be consecutive)
 No display = 0 points
 1 display visible for 6 weeks or less = 2 points
 1 display visible for 7-15 weeks = 5 points
1 display visible for 16 weeks or more= 7 points
Other marketing promotions such as advertisements or coupons
(must include GO TEXAN certification mark)
 1-2 promotions = 5 points
 3-5 promotions = 8 points
 6+ promotions = 10 points
Evaluation of the scope of promotional activities (number of events, length of promotion
period, etc.). How clearly does the proposal detail the activities, timeline, and any
anticipated results of the project, in terms of meeting the objectives of the grant program?
How well does the proposed project incorporate the use of the GO TEXAN certification
mark and increase consumer awareness of this marketing program regarding specialty crop
produce, tree nuts, floriculture, horticulture or other items such as honey or olive oil from
Texas producers?
Reasonableness of the requested budget
Total Possible Points
Possible
Points
10
10
8
7
10
20
20
15
100
*All displays and promotional items must be approved prior to use and must prominently display
the GO TEXAN certification mark in a manner that promotes the GO TEXAN program and its
members.
Trade & Business Development
Marketing and International Trade
RFA 7
TEXAS DEPARTMENT OF AGRICULTURE
SPECIALTY CROP RETAILER
[FOR TDA USE ONLY]
File No. _________
Date Rec. ________
Form A. Application Face Page
COMMISSIONER SID MILLER
A. APPLICANT – Provide the name of the applying Texas retail store (or chain, if applicable).
Full Legal Business Name
DBA (Doing Business As, if applicable)
Mailing Address
City
State
Zip Code
Physical Address
City
State
Zip Code
Texas County in which
Applicant is Headquartered (if
applicable):
County(ies) impacted by project
(attach additional page if necessary):
Federal Tax ID # (9 digit) or State of Texas Comptroller Vendor
ID # (14 digit):
B. PROJECT MANAGER - This person should be able to answer day-to-day questions about the grant project.
Prefix- check appropriate box:
Mr.
Ms.
Dr. Other:
First Name
Last Name
Position/Title
Phone No.
(
)
Alt Phone No.
-
(
)
E-mail Address
-
C. AUTHORIZED REPRESENTATIVE – Information provided will be used to designate the authorized person to
enter into a legal agreement for the organization. This person’s name will appear on the grant agreement for signature.
Prefix- check appropriate box:
Mr.
Ms.
Dr.
Other
First Name
Last Name
Position/Title
Mailing Address (if different from Section A)
Phone No.
(
)
City
Fax No.
-
(
)
State
Zip Code
E-mail Address
-
D. ADDITIONAL APPLICANT INFORMATION
Is this Applicant Delinquent on any Federal Debt?
Yes – Attach Explanation(s)
No
Is Applicant a current GO TEXAN member?
Yes
No
Does anyone in the Applicant Organization have any existing or potential conflict of interest relative to the performance of the requirements
of this program?
Yes – Attach disclosure statement(s)
No
Funding Amount Requested: $
E. APPLICATION CERTIFICATION
This form is being completed in connection with an application for receipt of grant funding from the State of Texas, as awarded by the Texas Department of
Agriculture (TDA). I certify that the information I have provided for this application is correct to the best of my knowledge. I am aware that projects will be
selected on a competitive basis, and that award decisions made by TDA are final. This application becomes public record and is subject to disclosure.
1. Has the legal authority to apply for state and federal assistance, and the institutional, managerial and financial capability and systems (including funds
sufficient to pay the non-state or federal share of the project costs) to ensure proper planning, management and completion of the project described in
the application;
2. Has a financial system that demonstrates accounting, budgetary and internal controls, cash management, reporting capability; cost allow-ability
Trade & Business Development
Marketing and International Trade
Application 1
Specialty Crop Retail Promotion Grant
E. APPLICATION CERTIFICATION
determination; and source documentation;
3. And its parent, affiliate, or subsidiary organization, if applicable, will give TDA, the Texas State Auditor, the Comptroller General of the United States,
and if applicable, the Federal government, through any authorized agent, access to and the right to examine all records related to the award; and will
establish a proper accounting system in accordance with generally accepted accounting standards. Additionally, these records must remain available
and accessible no less than three (3) years after the termination of the grant project;
4. Will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or
organizational conflict of interest, or personal gain;
5. Affirms that it has not given, nor intends to give, at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special
discount, trip, favor, or service to an employee or representative of TDA in connection with this procurement;
6. Will initiate the work after receipt of a fully executed agreement and will complete it within the grant period;
7. Will comply with the Uniform Grant and Contract Management Act (UGCMA), Texas Government Code, Chapter 783, and the Uniform Grant
Management Standards (UGMS), as amended by revised federal circulars and incorporated in UGMS by the Governor's Budget and Planning Office,
which apply as terms and conditions of any resulting contract. If a conflict arises between the provisions of a resulting contract, and the provisions of
UGCMA and UGMS, the provisions of UGCMA and UGMS will prevail;
8. Will comply with all terms of this grant agreement, and applicable state and federal laws, executive orders, regulations and policies governing this
program. Applicant understand that failure to comply with these requirements may result in termination of the grant, or withholding or disallowance of
reimbursement requests;
9. Affirms that the statements herein are true, accurate and complete, to the best of his or her knowledge and belief. Willful provision of false information
is a criminal offense. Any person making false, fictitious, or fraudulent statements, in addition to other remedies available, may also be subject to civil
penalties;
10. Any delegation by the Grantee to a subcontractor regarding any duties and responsibilities imposed by the grant award must be approved in writing by
prior to assignment. Applicant understands that subcontracting shall not relieve the Grantee of its grant responsibilities;
11. If the Grantee has a financial audit performed in any year during which Grantee receives funds from Grantor, and if the Grantor requests information
about the audit, the Grantee will provide such information to TDA or provide information as to where the audit report can be publicly viewed, including
the audit transmittal letter, management letter, and any schedules in which the Grantee’s funds are included.
AUTHORIZED REPRESENTATIVE’S SIGNATURE (Person listed in section C.)
Name and Title of Authorized Representative
Signature of Authorized Representative
X _______________________________________
Date
/
/
NOTE: With few exceptions, you have the right to request and be informed about the information that the State of Texas collects about you. You are entitled to
receive and review the information upon request. You also have the right to ask the state agency to correct any information that is determined to be incorrect.
(Reference: Government Code, Sections 522.021, 522.023, and 559.004.)
Trade & Business Development
Marketing and International Trade
Application 2
Specialty Crop Retail Promotion Grant (April 2014)
TEXAS DEPARTMENT OF AGRICULTURE
SPECIALTY CROP RETAIL PROMOTION GRANT
REIMBURSEMENT GRANT PROGRAM
COMMISSIONER SID MILLER
Form B. Project Narrative and Budget
Note: This form was developed to be completed electronically. Click the text boxes to type responses.
Applicant Name:
Project Summary:
Brief summary of the program/activity and how funds will be used. (Limit 200 words)
Product Selection:
List the Texas specialty crop items including, but not limited to fruits, vegetables, tree nuts, olive oil, honey,
floriculture or horticulture that will be promoted with grant funds. (e.g., oranges, grapefruit, onions, watermelon, spinach,
cabbage, squash, greens, pecans, honey)
Reasons items were selected. (e.g., major product in Texas, major item sold in store, seasonal promotion)
Region, area or location of participating stores. If demonstrations will be conducted, also provide locations to be
held, a description of items to be featured, and estimated dates of promotions.
Use of GO TEXAN Certification Mark:
Explain how the GO TEXAN certification mark will be displayed. Provide specific examples or descriptions,
including dimensions, of proposed display, point of purchase signs, banners, signs, etc. REMINDER: all
promotional materials must feature the GO TEXAN certification mark and use of the mark must be preapproved by
TDA.
Will retailer create a GO TEXAN display? If so, please describe.
Will other GO TEXAN non-specialty crop items be incorporated into the promotion (cost of incorporated nonspecialty crop items cannot be reimbursed through this grant)? If so, please provide details about the products and
promotional activities.
Trade & Business Development
Marketing and International Trade
Application 3
Specialty Crop Retail Promotion Grant (April 2014)
Will retailer create additional signs featuring the GO TEXAN certification mark or promoting the Texas specialty
crops? If so, what type?
Proposed Activities:
Provide a detailed description of the planned program/activities such as in-store demonstrations, advertisements,
couponing or flyers. Provide sufficient details to clearly describe scope of activities and length of each
promotion/activity.
Proposed Date(s)
Activity
Featured Product
Budget Instructions:
All applicants must complete the budget form below. Costs incurred for “in-house” work performed by any staff or
representative of the applicant are not permitted. If award is approved, no more than 10% of total award will be
available to move between budget cost categories, without prior approval. Make efforts to ensure realistic budget for
the proposed project.
Cost Categories
Amount Requested
Demonstration
$
Media Buys (TV, print, radio, web, social
media, etc.)
$
Signage
$
Trade & Business Development
Marketing and International Trade
Application 4
Specialty Crop Retail Promotion Grant (April 2014)
Coupons
$
Other (please describe)
Total Amount Requested
$
$
Budget Narrative:
Please provide justification for the proposed expenditures listed above. This information should be descriptive about the costs
and not a restatement of the proposed activities.
Demonstration ($
)
Provide the total cost of product demonstrations and number of demonstrations included during the campaign. If multiple retail
outlets will be included in each campaign period, provide an estimate for each retail location.
Media Buys ($
)
Provide media company name, number of ads, duration of campaign, target audience and key market areas.
Signage ($
)
Provide the estimated cost of printing, the number and types of items to be printed, and attach samples if possible.
Coupons ($
)
If coupons will be utilized, provide details of items to be included, dollar or percentage discount amount, anticipated redemption
rate and estimated dates of promotions. This may include, but is not limited to, design/printing and postage associated with the
project.
Other ($
)
Provide detailed descriptions of other costs. This may include, but is not limited to, design/printing, contractual costs, and
postage associated with the project. Be sure to include details about how the funds will be used.
Trade & Business Development
Marketing and International Trade
Application 5
Specialty Crop Retail Promotion Grant (April 2014)