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Over the past year, the Oregon Department of Education Child Nutrition Programs (ODE CNP) has worked with Governor Kotek’s office and advocacy groups to bring awareness to and highlight the need for more Child and Adult Care Food Program (CACFP) Sponsoring Organizations of Family Day Care Homes (FDCH), while supporting those sponsors that already are working to serve Oregon.
In the Spring of 2024, Oregon Legislators passed Senate Bill (SB) 5701 which included $660,000 per biennium to provide start-up funding for new regional CACFP Sponsoring Organizations of FDCH and to provide annual funds for existing regional CACFP Sponsoring Organizations of FDCH. The purpose of these funds is to support the ongoing costs of operation that exist outside of federal reimbursement.
ODE CNP is pleased to announce that we are close to the finalization of grant agreements for these funds. We have been working with the ODE CNP Procurement and Finance Departments to ensure that the grant agreements meet all state requirements.
This communication is to offer advance notice of the insurance requirements included with these grant agreements. ODE CNP hopes to allow sponsors time to ensure that they have the appropriate coverage and to gather the documentation needed for receipt of these funds.
Funding Level
There are two funding levels for this grant, Level 1 is for new Sponsoring Organizations who are in the application period and first year of operations. Level 1 is eligible for up to $120,000.00 for the first year of the agreement.
Level 2 is for returning Sponsoring Organizations in subsequent years of operation as a FDCH Sponsor. Level 2 is eligible for up to $50,000.00 per year.
Fifty percent of the funding will be issued upon the execution of the grant, with the additional fifty percent after January 1, 2025, pending receipt and review of the initial progress and expense report.
Funds that are not expended by June 30, 2025, must be returned to ODE. Carryover is not allowed for state funds. Sponsors may refer to the ODE CNP FDCH Administration Funds Quick Reference Guide for allowable and unallowable expenses.
What is required of the Sponsoring Organization?
Insurance Requirements:
Part of the requirement when signing state funding agreements with ODE for is to verify that the sponsor has the appropriate kind and level of insurance for the work being performed as a part of the funding. The required insurances include:
- Worker’s Compensation and Employer’s Liability
- Commercial General Liability
- Automobile Liability Insurance
- Professional Liability
- Directors, Officers and Organization Liability
- Crime Protection Coverage: Employee Dishonesty or Fidelity Bond
A combination of primary and Excess/Umbrella Insurance may be used to meet the required limits of insurance.
Per the agreement, Grantees are required to submit Certificates and Proof of Insurance. The following describes what must be provided to ODE Procurement.
CERTIFICATE(S) AND PROOF OF INSURANCE:
Grantee/Recipient shall provide to Agency Certificate(s) of Insurance for all required insurance before delivering any goods and performing any Services required under this Grant Agreement. The Certificate(s) of Insurance must list the State of Oregon, its officers, employees, and agents as a Certificate holder and as an endorsed Additional Insured. The Certificate(s) of insurance must also include all required endorsements or copies of the applicable policy language effecting coverage required by this Grant Agreement. If Excess/Umbrella Insurance is used to meet the minimum insurance requirement, the Certificate(s) of Insurance must include a list of all policies that fall under the Excess/Umbrella Insurance. As proof of insurance, Agency has the right to request copies of insurance policies and endorsements relating to the insurance requirements in this Exhibit.
For reference, the Department of Administrative Services has created a quick reference guide on Certificate of Insurance (COI) an example Certificate of Insurance form with guidance for your review.
State FDCH Budget:
ODE CNP has created a simplified budget form for our FDCH Sponsors to complete. This budget will be specific to state funds and does not include any federal costs. Similarly to our FDCH Budget for Renewals, sponsors will be required to complete this budget, and the funds must be accounted for. This budget must be approved by ODE CNP.
FDCH Sponsors must submit their budget to ode.communitynutrition@ode.oregon.org. ODE CNP advises sponsors to submit their budgets as soon as possible. This way, once the agreement is fully executed, the budget is already approved and sponsors can start to use the funds immediately.
All expenses claimed by the Grantee must require written approval prior to expenditure. ODE CNP will provide its approval of the budget in writing.
These funds must be accounted for separately from Federal FDCH administrative funds and the expenses for these funds will not be tracked in CNPweb. The Sponsoring Organization must track the income and expenses for this grant separately from Federal funding.
Reporting:
There are two report periods with these grant funds. The first report is due prior to the second allocation of the funds. The final report is due not later than two weeks from the end of the performance period (June 30, 2025). Grantees must submit a progress report detailing use of the funds, expense documentation, progress of the work in recruiting FDCH providers and building the program and how the program benefitted from the use of these funds. ODE CNP may request or require additional information from the Grantee prior to the payment of additional funds.
Continuity of Funding
SB 5701 lists the funding as continuous funding, meaning that the grant will continue to be available. However, it is important to point out that this is not a guarantee of annual funding. State legislation may change the funding amounts or determine the funding is no longer needed. ODE CNP will continue to monitor the funding to ensure that Grantees and potential grantees are aware of any changes as soon as possible.
When the grant agreements are ready for signature, ODE Procurement office will send a communication to FDCH Sponsors with the attached agreement. While you are awaiting this agreement, please prepare in advance by ensuring you have gathered the appropriate documentation, in an effort to return the grant agreement as soon as possible. Sponsors may not receive grant funds until you receive a fully executed counter-signed copy of the agreement.
If you have any questions or concerns, please contact Meghan Tschida, Manager at meghan.tschida@ode.oregon.org or (971) 701-9004.
Enclosure: Family Day Care Home Grant Quick Reference Guide
FDCH State Admin Budget
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