Questions and Answers

Questions about the Edible Food Recovery Grant Program grant application were accepted in writing only, no later than November 22, 2021. Similar or related questions were grouped together or reworded for clarity and responded to as one question.

The question and answer period is now closed. All questions and answered are posted on this site.

General

  1. What is the definition of food waste prevention projects under this grant program?
    Food waste prevention projects are defined as projects that prevent food waste from being generated and becoming waste that is normally destined for landfills. Food waste prevention projects are only eligible if the proposed grant project includes an edible food recovery project. For additional information, refer to the Eligible Projects/Products section of the Application Guidelines and Instructions.
  2. What is the definition of edible food recovery projects under this grant program?
    Edible food recovery projects are defined as projects that result in edible food that would otherwise be destined for landfills, being recovered and distributed to help feed people. For additional information, refer to the Eligible Projects/Products section of the Application Guidelines and Instructions for more information.
  3. How long is the grant period for EFR1 Fiscal Year 2021–22?
    The Grant Term begins on the date of the Notice to Proceed email, which is sent after the grant is awarded and the Grant Agreement is fully executed (approximately March 2022). The Grant Term ends on April 3, 2024. For additional information, refer to the Grant Term section of the Application Guidelines and Instructions.
  4. If grants are tentatively awarded in February 2022, is our grant project expected to start at that time?
    The Grant Term does not begin on the date of award. The Grant Term begins on the date of the Notice to Proceed email. The Notice to Proceed email is sent after the grant is awarded and the Grant Agreement is fully executed (approximately March 2022). The requirement from CalRecycle is that awarded grantees may begin implementing their grant project only after they have received their Notice to Proceed email.Note: Project costs may not be incurred prior to receiving the Notice to Proceed email. Any project costs incurred prior to the date of the Notice to Proceed email will not be reimbursed by CalRecycle. For additional information, refer to the Ineligible Costs section of the Procedures and Requirements.
  5. Are grantees subject to an annual state audit? If so, will Non-Lead Participants be subject to an annual state audit, or just the Lead Participant?
    The State of California has the right to review the project documents and conduct audits during project implementation and three years after the final payment or end date. Records and supporting documentation pertaining to the performance of the grant must be kept for a minimum of three (3) years after the final payment date or Grant Term end date, whichever is later. The Non-Lead Participants listed in the application are subject to the same requirements. For additional information, refer to the Audit Considerations section of the Procedures and Requirements.
  6. What is the process for requesting copies of successful applications for previous grant program years?
    To review grant applications from previous cycles, a Public Records Act request must be made. If approved, the requested material will either be emailed or posted on a designated CalRecycle webpage for public information. To request previously submitted grant applications, visit CalRecycle’s California Public Records Act Requests web page.
  7. What does “destined for landfills” mean, as stated in the definitions of edible food recovery and food waste prevention?
    Food destined for landfills means food that would otherwise be sent to a landfill if it were not for edible food recovery or food waste prevention interventions. Examples of food that is not destined for landfills could include, but is not limited to: food that is sent to a composting or anaerobic digestion facility; food that is sent to an animal feeding operation; unpicked produce on farms, where the food would be allowed to naturally decompose; food from other food recovery organizations, where the food would otherwise be distributed to a different food recovery organization.
  8. Do you require a minimum level of current food recovery activity to apply?
    There is no minimum requirement for current activity or diversion to apply. However, applicants must show how they calculated their projected diversion through quantitative data and supporting documentation. Applicants must also provide a defensible explanation describing how they plan to achieve their projected diversion during the Grant Term. In addition, all diversion claimed in the application must be achieved during the Grant Term.
  9. Is this opportunity appropriate for an established program that is seeking funds for current operations and not growth?
    Funding for grant projects should result in new diversion of food waste from landfills, either through food waste prevention and/or edible food recovery activities above current operations (baseline diversion). If it is determined that none of the diversion claimed by the applicant is new diversion from landfills, the project will be ineligible for funding under this grant program.
  10. Is DocuSign an acceptable certified digital signature program?
    Yes, DocuSign is an acceptable certified digital signature for application documents. E-signatures must include the first and last name of the Signature Authority, be in the Adobe Digital ID format or DocuSign, and cannot be the “Fill and Sign” function within Adobe. Any documents using the “Fill and Sign” method are considered incomplete and may be sent back to the grantee. If you have questions, email grantassistance@calrecycle.ca.gov.
  11. Are there other approved ways of estimating food weight besides weighing on a scale?
    Weighing recovered food is the preferred method. However, if an applicant can explain how and why they need to use an alternative method that provides consistently accurate results, it could potentially be acceptable.
  12. How should I decide whether an entity is a Non-Lead Participant or a Third Party Transportation Service contractor?
    Non-Lead Participants need to execute a Participant Grant Agreement with CalRecycle upon award. Non-Lead Participants are entities that will receive grant-funded equipment or Personnel salaries through the grant. Third Party Transportation Service contractors are businesses that provide a transport service and are paid by invoice (i.e. GrubHub, DoorDash, Postmates, etc.).
  13. Would entities/agencies receiving equipment/vehicles be considered Non-Lead Participants?
    Yes. In order for any entity, other than the Lead Participant, to receive grant funds or grant-funded equipment if awarded, they must be listed as a Non-Lead Participant and have the required agreements submitted with the application. Non-Lead Participants will need to execute a Participant Grant Agreement with CalRecycle upon award.
  14. About how long does it take to receive reimbursement after submission of invoice?
    CalRecycle will make payments to the grantee as promptly as fiscal procedures permit. Once CalRecycle approves and processes a complete payment request, we send it to the State Controller’s Office for processing. The State Controller’s Office may take up to 45 days to process the payment. For additional information, refer to the Grant Payment Information section in the Procedures and Requirements.
  15. Is rescuing food to make various types of snacks and chips considered eligible food recovery and a distribution activity under this grant?
    Yes. For the food to be considered eligible, the food would need to have otherwise been sent to landfill. The recovered food cannot be sold. Dehydrating produce and packaging it to extend shelf-life for distribution is an eligible activity under this grant.
  16. Is repurposing food that would have otherwise been landfilled into edible straws an approved activity?
    No. The goal of the grant is to rescue whole or prepared foods and distribute it to people. Eligible projects must recover edible food for human consumption. Repurposing edible food to generate other products is not an eligible activity under this grant, even if the products are technically edible.
  17. Is this a reimbursement grant or do we get the funds (if awarded) at the beginning of the grant term?
    EFR1 is a reimbursement grant. Payments are made to the grantee on a reimbursement basis only for eligible costs incurred during the Grant Term and detailed in the approved Budget and Work Plan. To be eligible for reimbursement, costs must be incurred and fully paid (payments must be cleared), and all grant-funded items must be received by the grantee, after receiving a Notice to Proceed and before the end of the Grant Term.
  18. What is the minimum and maximum award amounts for this grant?
    The minimum grant award is $150,000, and the maximum grant award is $250,000 per application.
  19. Can you please define “newly diverted” organic waste? What exactly does new mean?
    For the purposes of this grant, newly diverted organic waste means projected organic waste above and beyond current diversion. For example, applicants that request grant funds should explain what their current baseline diversion is and how grant funds will aid in diverting additional organic waste from the landfill.
  20. Can you provide an example of how to demonstrate pounds of food waste prevented as a direct result of grant funds, as designated in question 13 of the Narrative Proposal?
    A project that includes a food waste prevention component could request grant funds to purchase and install food waste prevention equipment (i.e., recipe ingredient calculators, inventory management, and kitchen scales) to minimize food waste. Applicants need to estimate how much food waste will be diverted, prevented, or saved by implementing the prevention strategies and provide their methodology for their estimates. An applicant could also provide estimate projections that reflect past realized and measurable achievements from similar prevention activities.
  21. Can you provide an example of how to calculate projected growth in pounds recovered?
    While it depends on how your organization measures food recovered, the projection should factor in the grant-funded resources (equipment, refrigeration, vehicles, personnel, etc.) and new commitments from food donors or increased commitments from existing food donors. For example, an applicant can demonstrate projected growth by estimating that the project will recover “X” amount of newly diverted food per month by adding a grant-funded refrigerated vehicle and a part-time driver, and by providing documentation that demonstrates commitments from several new food donors.
  22. Are Education and Outreach-only projects eligible to apply?
    No. Projects involving only education and outreach are not eligible.
  23. Can you explain the definition of a Non-Lead Participant? For example, if a grantee is going to purchase a refrigeration unit for a partner agency with these funds, would that partner be considered a Non-Lead Participant?
    Yes, that partner would be considered a Non-Lead Participant. A Non-Lead Participant is any entity that the Lead Participant plans to partner with and provide grant-funded equipment or services. Grant-funded equipment may only be given to or operated by Official Project Participants (Lead or Non-Lead) listed on the grant.
  24. Does the City need to apply for this current application FY2021–22 in order to be considered for the FY2022–2023 grant allocation? If the City doesn’t apply for the FY2021–2022 this year, can we apply for FY2022–2023 next year?
    The current solicitation incorporates the funding for FY 2021–22 and FY 2022–23. To be eligible for either fiscal year funding, an entity must submit an application during the current open solicitation.
  25. If we want to purchase a vehicle with grant funds, are there any fuel efficiency requirements?
    While there are currently no specific fuel efficiency requirements for eligible grant-funded vehicles under the Edible Food Recovery Grant Program, CalRecycle encourages grantees to purchase low-emission or zero-emission vehicles whenever possible. Current rebate programs available include:

Eligibility

  1. Can a jurisdiction apply for funds through the Edible Food Recovery Grant Program to pay for SB1383 administrative oversight?
    No, Edible Food Recovery Grant Program funding may only be used on staff time directly related to the grant project. There is a separate funding opportunity to provide grants to local jurisdictions to assist in the implementation of SB1383. That program will be available early next year.
  2. What is the definition of a “Qualifying Tribal Entity?” Are all Tribal Entities located in California considered “qualifying?”
    A “Qualifying Tribal Entity” is defined as a tribe, band, nation, or other organized group or community, residing within the borders of California, which:
    1. Is recognized for special programs and services provided by the United States to Indians because of the status of its members as Indians; or
    2. Can establish that it is a government entity and which meets the criteria of the grant program.
  3. For K–12 school districts, can cafeterias be considered if preventing food waste or recovering food for human consumption?
    Yes, however, an individual school’s cafeteria would need to work with personnel at the district level to be eligible for funding. K–12 public school districts are eligible to apply for an Edible Food Recovery Grant Program award if the proposed project includes eligible/required activities. For additional information on eligible applicants, refer to the Eligible Applicants section of the Application Guidelines and Instructions. For more information on eligible projects, refer to the Eligible Projects/Products and Project Requirements sections of the Application Guidelines and Instructions.
  4. Can for-profit businesses apply for the Edible Food Recovery Grant Program?
    No, for-profit businesses are not eligible to apply as a lead grantee or be named as an official grant participant under this Program. For-profit businesses that provide services to the grantee may be included in budget line items eligible for reimbursement. For additional information, refer to the Eligible Projects/Products and Project Requirements sections of the Application Guidelines and Instructions.
  5. Are composting projects eligible for the Edible Food Recovery Grant Program?
    No. Composting projects are not an eligible project type for the Edible Food Recovery Grant Program. Composting projects are eligible under CalRecycle’s Organics Grant Program, or CalRecycle’s Community Composting for Green Spaces Grant Program, depending on the project.
  6. Are existing or past CalRecycle grantees eligible to apply for this new grant cycle?
    Yes. Current and past CalRecycle grantees are eligible to apply for this grant cycle. For more information on eligibility, refer to the Application Guidelines and Instructions Applicant Eligibility section.
  7. Are nonprofit organizations based outside of California or the United States eligible to apply for this grant?
    Yes, nonprofit organizations based outside of California or the United States are eligible to apply if they meet the following requirements:
    1. The organization is qualified to do business in California, and the organization is in good standing with all applicable California state agencies, including but not limited to, the Secretary of State and the Franchise Tax Board. Any and all subsidiaries, divisions, or affiliated organizations are considered part of the primary organization entity for the purpose of applying for and receiving a grant award. For additional information on eligible entities, refer to the Eligible Applicants section of the Application Guidelines and Instructions.
    2. The grant project is located in California and results in increases in the quantity of food that is newly diverted from landfills. For additional information, refer to the Eligible Projects/Products and Project Requirements sections of the Application Guidelines and Instructions.
    3. If the organization’s headquarters is located out of California you must select the county/jurisdiction in which the grant project is located. For additional information, refer to the Application Instructions section of the Application Guidelines and Instructions.
  8. What does it mean that applicants must be registered and in good standing with the CA Department of Justice?
    Nonprofit organizations must be registered with the federal government under 501(c)3, (c)4, (c)6 or (c)10 of the Internal Revenue Code, and must be registered in the State of California with the Department of Justice. Good standing refers to whether a charitable organization or fundraiser has complied with the Attorney General’s registration and reporting requirements.
  9. Are food waste processing technologies (including using insect larvae or digesters), to improve the efficiency of composting or breaking down food waste eligible for this grant?
    No. Projects that process, treat, or recycle food waste are not eligible under this grant. For additional information, refer to the Eligible Projects/Products section of the Application Guidelines and Instructions.
  10. Are applicants required to have United States citizenship?
    No. Individual people are not a type of eligible applicant for this program, regardless of citizenship or immigration status, Applicants are not required to have United States citizenship to apply. For additional information, refer to the Eligible Applicants section of the Application Guidelines and Instructions.
  11. Would an eligible project include preparing and implementing a local grant program that provides funding and/or equipment to food recovery agencies to increase the amount of food donated that would have otherwise been disposed?
    In this project, the grant funds would supplement what the County is already planning to provide in local funding or equipment for food recovery. Grant funds cannot be used to implement another grant program. The recipient of the grant must be the entity implementing the edible food recovery or food waste prevention program.
  12. Can we count pounds of food from existing food donors if it is new pounds of food (e.g. contributing pounds of food from a new donor or new food types)?
    Yes, increased food recovered from an existing food donor can be counted as new diversion, if it is new diversion because of the grant project and it can be measured and tracked as new diversion above the existing baseline of donated food.
  13. Does new diversion need to be recovered from landfill only?
    Some of our new diversion is currently be being composted rather than sent to landfill. Only food that would otherwise be sent to landfills is eligible to be included in an applicant’s diversion projections. Food that would otherwise be sent to composting, anaerobic digestion, or animal feeding operation, etc. is not eligible under this grant and should not be included in an applicant’s diversion projections.
  14. Can grant funds be used for a “Needs Assessment” before beginning to physically divert food?
    No. Grant funds may not be used for a “needs assessment”. For additional information, refer to the Eligible Costs section of the Procedures and Requirements.
  15. Are anticipated pounds of food recovered eligible?
    Without an awarded grant and related equipment, we will not be able to continue picking up donations. The amount of eligible recovered food should be projected based on what the organization can achieve during the Grant Term using grant funds.
  16. If we know that some of the food waste addressed by our project is diverting waste from destinations other than landfill (e.g., sewer disposal, land application, incineration), can we include that in our diversion numbers, or should that strictly be food waste diverted from landfill?
    No. Only food that would otherwise be sent to landfills is eligible under this grant. Food that would otherwise be diverted from other sources (e.g. sewer disposal, land application, incineration, etc.), is not eligible and should not be included in any diversion projections.
  17. Is using food waste to make organic fertilizer and fish meal with earthworms an eligible project type? Would we have to source these raw materials from food waste prevention sites?
    No, this is not an eligible project type because it does not recover edible food for human consumption nor prevent food waste from being created. For additional information, refer to the Eligible Projects/Products section of the Application Guidelines and Instructions.
  18. Are “B” Corp businesses or Certified Benefit Corporations eligible to apply for this grant?
    No. Certified Benefit or “B” Corporations are for-profit companies, and they are not eligible to apply for this grant.
  19. Are applicants who are looking to work in a jurisdiction that has commercial organic waste collection eligible to apply for edible food recovery funding?
    Yes. Applicants can still apply for this program even if there is commercial organic waste collection available in the area, if the recovered food is newly diverted from landfill, and is fit for human consumption.
  20. Would a partnership with a local school district qualify?
    Yes, school districts are listed as eligible applicants and can be involved in a cooperative application as a Lead Participant or Non-Lead Participant for this grant cycle. All participants in a cooperative application must be eligible.

Funding

  1. Can funds be used to renovate or expand existing kitchens?
    Grant funds can potentially be used to renovate or expand existing kitchens if the costs will result in permanent, annual, and measurable landfill diversion by preventing food waste from being created, or recovering edible food that would otherwise be sent to landfills. For additional information, refer to the Eligible Projects/Products and Project Requirements sections of the Application Guidelines and Instructions.
  2. Can funds be used for a food waste reduction education campaign?
    Grant funds can potentially be used for a food waste prevention education campaign. However, the education campaign must focus on preventing food waste from being created in the first place. Education focused on sending existing food waste to composting, anaerobic digestion, etc. is not eligible under the Edible Food Recovery Grant Program. In addition, the applicant must also demonstrate that the education will result in quantifiable reductions in the amount of food waste generated. For example, the applicant must provide a defensible explanation and methodology to describe the amount of food waste that will be prevented as a direct result of launching their food waste prevention education campaign. All proposed grant projects under this grant program cycle must include edible food recovery activities that result in landfill diversion. Food waste prevention activities are not required under this grant program.Note: Funding for education materials and campaigns are subject to the following cap: Education materials are included in the category of “Education and Outreach” which cannot exceed 10 percent of the applicant’s requested grant amount, as listed in the Eligible Costs section of the Procedures and Requirements.
  3. Can funds be used to purchase a grinder to aid in composting food waste material, since there is no organics collection facility in our region?
    No. Purchasing a grinder to aid in composting food waste would not be eligible for the Edible Food Recovery Grant Program. Composting projects are eligible under CalRecycle’s Organics Grant Program, or CalRecycle’s Community Composting for Green Spaces Grant Program, depending on the project.
  4. Are consultant fees an eligible expense under this grant?
    Yes. Consultant fees are eligible for reimbursement under the grant as part of either the Indirect Budget category (subject to 10% cap), or the Personnel Budget category (subject to 65% cap). Consultants or contractors performing work such as edible food recovery or food waste prevention, education and outreach, graphic design, third-party software support (only for grant-funded software), or reporting activities should be included in the Personnel Budget category (direct project costs). Consultants or contractors performing work such as Accounting, HR, or other activities not directly related to the project’s edible food recovery or food waste prevention activities, should be included in the Indirect Budget category.
  5. Can grant funds be used for gleaning and picking tools, such as poles, pruners, rakes, tarps, and brooms?
    Grant funding could potentially be used for gleaning and picking tools. However, funding for costs related to gleaning are only eligible if both of the following are true:
    1. The costs are consistent with the edible food recovery activities proposed in the applicant’s application.
    2. The gleaned produce would otherwise be sent to a landfill. Gleaning activities are only eligible if the applicant can demonstrate that the produce they will glean would otherwise be sent to a landfill. If the gleaned produce would not otherwise be sent to a landfill, but rather it would remain on the farm, in the tree, be sent to an animal feeding operation, composted, anaerobically digested, etc., then the activity is not eligible under this grant.
  6. Is recovering food directly from farms eligible under this grant?
    Recovering food directly from farms typically is not eligible under this grant since the food in most cases is not destined for landfills. If an applicant includes food recovery from farms in their edible food recovery diversion projection, then the applicant must provide information to demonstrate that the food would otherwise be landfilled.
  7. Is there a cap on the amount of grant funds that may be assigned to Personnel?
    Yes. There is a 65% cap (of requested grant funds) applied to the amount of grant funds that may be assigned to Personnel, and hourly wages shall not exceed $75 per hour for direct personnel costs. Personnel costs include the following: salaries for staff directly working on grant activities, including outreach and education efforts; food recovery drivers; warehouse workers; kitchen staff; etc. For additional information, refer to the Eligible Costs section of the Procedures and Requirements.
  8. Is there a requirement to hire full-time staff using grant funds?
    While there is no requirement to hire a full-time staff using grant funds, applications are sorted within the ranks by the total weekly hours for jobs created as a result of the grant. For additional information, refer to the Grant Application Review Process section of the Application Guidelines and Instructions.
  9. Can a city partner with a nonprofit for food donation and distribution, and use grant funds to help with those expenses?
    Yes, however, while a city can officially partner with a nonprofit under this grant program, grant funds must be used to recover edible food to feed people, or prevent food waste from being created. It is important that the Lead Participant is able to implement the project within the Grant Term (achieve diversion claimed, and fully utilize grant funds). If awarded, Lead Participants will be responsible for the performance of the grant and all required documentation. CalRecycle will direct all official correspondence and grant payments to the Lead Participant. The Lead Participant must first reimburse Non-Lead Participants before submitting a payment request to CalRecycle for reimbursement. For additional information, refer to the Grant Payment Information section of the Procedures and Requirements.
  10. Would contracting with a marketing agency to develop an educational campaign about edible food recovery programs or food waste prevention programs fit under the Education and Outreach category?
    Contracting with a marketing agency to develop educational materials and outreach programs that result in quantifiable reductions in food waste or increase in edible food recovery is an eligible cost and capped at 10 percent of the requested amount. All education and outreach materials produced with grant funds require CalRecycle approval for content.
  11. Is translation of educational materials an allowable expense? If so, where should that be included in the budget?
    Translation services for grant-funded education and outreach materials is an eligible expense, and it should be included under the Education and Outreach budget category (subject to 10% cap).
  12. Can funds be utilized to open a small food pantry at an existing city facility to assist residents experiencing food insecurity?
    Grant funds can be used for food preparation equipment, kitchenware, refrigeration, freezers, refrigeration systems, kitchen design and construction, etc.
  13. Can grant funds be used to purchase uniforms for the food pantry staff?
    Yes, uniforms can be included as a grant expense under the Indirect Budget category (subject to 10% cap).
  14. Is fuel to cover the expense of recovering and redistributing food an indirect or direct cost?
    Fuel used to operate grant-funded vehicles is a direct cost and may be included in the Maintenance Budget category. Mileage for personal vehicles used for edible food recovery or prevention activities should be included in the Indirect Budget category. Fuel for personal vehicles is not eligible for reimbursement under this grant.
  15. Would using grant funds to purchase a de-packaging unit to increase the diversion of food scraps from landfill disposal be considered an eligible project for the Edible Food Recovery Grant Program?
    No. A de-packaging unit is not an eligible cost under this grant program.
  16. Is an industrial scale, to weigh food before loading on truck, an allowable expense?
    Yes. An industrial scale, to weigh recovered food, is an eligible expense under this grant.
  17. Are cash or credit incentives (e.g. gift cards, promotional items, or raffle prizes) eligible costs under this grant program?
    No. These types of items are not eligible under this grant program. For more information on this policy, visit CalRecycle’s web page about promotional items.
  18. We are working with an organization that converts shipping containers into solar powered refrigeration units. Would the purchase of these refrigerated containers qualify as an expense under this grant program?
    If the converted shipping containers, being used as solar powered refrigeration units, result in new diversion of edible food from landfills, then the expense would be considered eligible under this grant program.
  19. Would an educational campaign focused on providing food donors with information about how to engage in a food recovery program (edible food for people) be an allowable expense in the Education and Outreach category?
    An educational campaign designed to increase the participation of food donors in edible food recovery programs is an eligible expense. Content of all grant-funded materials must be approved by the Grant Manager, if awarded.
  20. Can funds be earmarked in this grant for maintenance, fuel, or operational expenses of food recovery vehicles that are already owned and operated by the Lead Participant or Non-Lead Participant?
    No. Existing vehicles, even if funded through another CalRecycle grant program, are not eligible for maintenance costs in this cycle. Maintenance and fuel costs are only eligible for grant-funded vehicles requested in this cycle.
  21. Can grant funds be used to pay for an internship for a student, related to food recovery and food waste composting, provided the maximum hourly rate guidelines are followed?
    Staff and student salaries are eligible under this grant, as long as they are related to edible food recovery and food waste prevention activities. Positions focused on edible food recovery are considered eligible; however, positions focused on food waste composting are not eligible under this grant.
  22. Is a trailer (that can be towed by a vehicle) that is used for food recovery pickups an eligible expense?
    Yes. A trailer that is used specifically to recover food is an eligible expense under this grant.
  23. Can grantees purchase a used refrigerated truck with grant funds?
    Vehicles do not have to be new to be eligible under this grant. However, applicants should provide all specifications for vehicles, including year, make, model, and any refrigeration or other modifications. Additionally, applicants should consider longevity of grant-funded vehicles as grant-funded equipment must be in use for at least five years after the end of the grant per the Real and Personal Property Acquired with Grant Funds section of the Terms and Conditions.
  24. Can grant funds be used for software development if it could potentially help rescue more food from landfill?
    No, software development activities are not eligible activities under this grant, even if the software is intended to aid in food rescue. However, purchasing of software (including food recovery online exchange platforms) is eligible, but it is capped at 25 percent of the applicant’s requested grant amount, not to exceed $50,000.
  25. The Tribe I work for owns and operates a casino and hotel, both of which have restaurants. Can Tribe-owned restaurants use grant funding for creating systems to divert excess food for donation with residual food waste scraps sent to compost or digestion?
    Yes, if the Qualifying Tribe applies for the grant, funds can be used to facilitate the recovery and distribution of edible food for human consumption. However, costs associated with the collection, composting, or digestion of residual food waste are not eligible.

Application

  1. If an organization has multiple locations included in their edible food recovery or food waste prevention project, do they submit separate applications?
    An organization may include multiple locations in one application for the same project. Individual sites or project locations should be listed on the Site(s) tab of the application. For additional information, refer to the Eligible Applicants section of the Application Guidelines and Instructions.
  2. Do nonprofit Food Banks and municipalities have to submit resolutions?
    Any applicant that is subject to a governing body must upload a Resolution that authorizes specific grant-related matters. A copy of the authorizing is a required application document that must be uploaded no later than the secondary due date. For additional information, refer to the Applicant’s Required Authorization Documents section of the Application Guidelines and Instructions for more information.CalRecycle staff are available to answer questions about the Resolution or letter examples. For immediate review, you may email a draft Resolution to grantassistance@calrecycle.ca.gov.
  3. The Application Guidelines and Instructions state that “only one application per qualifying entity” may be submitted. Are the many departments in a large city or county considered separate entities or one?
    A city or county is the eligible applicant, not the department within the city or county. The city or county may only submit one application.
  4. Do all subcontractors that will receive personnel funds (e.g. a marketing firm that supports education and outreach activities) need to be a Non-Lead Participant?
    No, subcontractors and staff do not need to apply as Non-Lead Participants. However, any entity that will receive and operate grant-funded equipment should be included as a Non-Lead Participant. Salaries should be included under the Indirect or Personnel categories of the Budget.
  5. Where should job training be included in the grant budget?
    Costs such as certificate fees, license fees, and background checks should be included in the Indirect Budget category. Staff hours to train other staff should be included under Personnel, and should only be included if it is directly related to the grant project. Food or beverage at training events is not an eligible cost.
  6. Can you expand on the requirement to “Any food waste residuals from the food recovered must be composted, sent to a digester, used as animal feed, or otherwise diverted within the project service area, if available” If these services are not offered through a city, and the only options for them is by paying a community group or other business, would food recovery organizations be required to contract with these groups to ensure no food is landfilled?
    If no composting or anaerobic digestion services are offered through the city, grantees should identify other community groups, organizations, or businesses that can provide services to avoid landfilling food waste residuals (food scraps). In addition to composting or anaerobic digestion, residual food waste that is not fit for human consumption can be used as animal feed such as on pig farms, if available.
  7. Which version of the Grant Resolution should we use as a Lead Participant with three Non-Lead Participants? Which version of the Grant Resolution should each Non-Lead Participant use?Individual applicants with a governing body may use the Individual Resolution template. If the Lead Participant does not have a governing body, then submit a Letter of Commitment.

    Cooperative Applicants may use the Regional Resolution template, if they have a governing body. If no governing body, submit a Letter of Commitment.

    The templates CalRecycle provides are guidelines, and applicants must adjust language as needed to conform to application type.

    All applicants should review the Applicant’s Required Authorization Documents section of the Applicant’s Required Authorization Documents. Non-Lead Participants, refer to the Cooperative Application Authorizing Documents section of the Application Guidelines and Instructions for specific instructions on what the Resolution and Letter of Commitment must contain.

  8. How do we earmark grant funds to Non-Lead Participants?
    Grant funds can only be reimbursed to the Lead Participant (if awarded), for approved eligible costs. Grant funds can be used for activities and equipment for Non-Lead Participants that have been appropriately approved through the application process.Equipment requested for Lead Participants or Non-Lead Participants must be detailed in the application, be included in the Budget Template document, and have accompanying quotes for large equipment purchases and vehicles. There is a specific column in the Budget Template where applicants should include which entity is receiving grant expenditures.
  9. Can memorandum of understandings (MOUs) between partners replace Letter of Commitments (LOCs) or Resolutions?
    No. The MOU is an agreement between the Lead Participant and the Non-Lead Participant. The LOC or Resolution from a Non-Lead Participant authorizes specific grant-related matters.
  10. Is there an expectation that prospective new donors will already have been identified prior to application submission?
    Finding new donors will be part of our implementation plan. The Applicant must provide contracts, written agreements, or letters of intent between the Applicant and the edible food generating businesses that demonstrate their intent to donate edible food that would otherwise be destined for landfills. However, applicants can also include unknown donors to be solicited later as part of the project (if awarded). Nevertheless, CalRecycle suggests obtaining commitments from new food donors as early as possible to ensure that new diversion can be achieved within the Grant Term.
  11. Our organization is joining with a JPA for the EFR1 application. Our organization will be the Lead Participant and we currently have an MOU with the JPA. What documentation needs to be submitted for our organization as the Lead Participant and the JPA as the Non-Lead Participant?
    The documentation that should be submitted with this type of application should be a Lead Resolution/Letter of Commitment for a cooperative application, a Resolution/Letter of Commitment from the participating (Non-Lead Participant), and the Non-Lead Participant’s JPA Agreement. The JPA Agreement must include information giving authority over solid waste management, list all member entities, and contain members’ signatures.For additional information and authorizing document requirements, refer to the Joint Powers Authority Agreement and the Cooperative Application Authorizing Documents sections of the Application Guidelines and Instructions.
  12. The proposed project is mostly food recovery, but may include food waste prevention, in the form of education later in the project. Should we answer both recovery and prevention question in the Narrative Proposal?
    Applicants must clearly demonstrate how each aspect of the proposed project will be accomplished in the application. If the application has edible food recovery and food waste prevention components, then the applicant should answer all applicable questions that apply in the Narrative Proposal.
  13. Our project works directly with food businesses operating in the state of California and it is unknown at this point specifically what retail store locations will participate. The project will work with 100 or more sites of food businesses across California. Do all individual business locations need to be listed, or could we alternatively include the Headquarter address of each entity? If we do need to list all 100 or more locations, is it acceptable to upload a list of the locations as opposed to entering each individual site into the GMS sites tab? These sites are not owned or leased by the Lead Participant or Non-Lead Participants, but they are where interventions might be implemented.
    If the locations are food donors, they do not need to be entered into the Site tab. A list of food donors may be uploaded into GMS as supporting documentation. Only locations receiving grant funds should be added to the Site tab.
  14. Can applicants that do not have an Environmentally Preferable Purchases and Practices Policy (EPPP) still apply?
    Yes. If applicants do not have an EPPP Policy in place prior to submitting their application, they must certify to the fact that a Policy will be adopted by the secondary due date on the Detail tab in the application. For more information on EPPP policies, see the Guidelines and Instructions document.
  15. As a city, we would like to subcontract with a food rescue organization to set up a new hub. The food rescue organization will be making the contacts with food donors. Does the application need agreements/contracts from all potential donors or can we just include an agreement/contract with the food rescue organization?
    If the city is not recovering any food on their own, then a Cooperative Application is required. In a Cooperative Application, the required Agreements/Contracts may be between the Lead Participant and the potential donors, or a Non-Lead Participant and the potential donors.
  16. How do we specify what grants funds will go to which organization if we are applying with a Cooperative Application?
    All applicants should describe how grant funds will be used in the project and which official grant participant(s) will use them under question 5 (five) of the Narrative Proposal. This should complement the description of your organization and all Non-Lead Participants and their involvement under question 2 (two) of the Narrative Proposal. Applicants should also indicate the entity receiving grant funds in the Budget Template, in the Entity Receiving Expenditure column.
  17. Regarding Letters and Supporting Documentation from food donors:
    1. Can these include letters from companies that already donate edible food to recovery organizations, if these recovery efforts will be enhanced by the grant project (e.g., our education efforts will target grocers to ensure they are maximizing the food recovery opportunities)?
      Yes. Supporting documentation could include, but is not limited to: contracts, written agreements, Memorandums of Understanding (MOUs), or letters of intent from food donors and/or food waste prevention sites demonstrating their commitment to participating in the project for the entire Grant Term. However, applicants must support that project will result in new diversion above a baseline.
    2. Would a contract with a franchise waste management company qualify as supporting documentation, if that contract includes language committing the hauler to notifying, monitoring, and reporting edible food recovery?
      Yes, supporting documentation is not limited to the examples listed in the Application Guidelines and Instructions.
    3. Could a partnership with a local school district qualify?
      Yes. If a school district is a food donor and/or food waste prevention site, the Applicant can provide a contract, written agreement, MOU, or letter of intent demonstrating the district’s intent to participate in the project for the entire Grant Term. In addition, a Public School District is a type of Eligible Applicant that can apply either as an individual applicant or as part of a Cooperative Application. All Participants in a Cooperative Application must provide authorizing documents as detailed in the Application Guidelines and Instructions.
  18. Regarding the Ranking Criteria: If there here have been multiple Food Waste Prevention grants awarded in a particular county, but none that have been pursued by or directly impacted a particular city within that county, would that city be categorized under Rank 3?
    Yes, unless the applicants meet the criteria for another rank. If they are Qualifying Tribal Entities or organizations partnering with or benefiting one or more Qualifying Tribal Entities, then they meet the criteria for Rank 1. If the Applicant has a main project address in another county that has never received a Food Waste Prevention and Rescue Grant Program (FW) award and that has a food insecurity rate above the statewide average of 13.2 percent, then they meet the criteria for Rank 2. If the applicant otherwise meets the criteria for Ranks 1, 2, or 3, but has withdrawn from a previous awarded FW grant or used less than 50 percent of a previous closed FW grant award, then they meet the criteria for Rank 4.
  19. For GMS, if I submit the application in the system, can I give GMS access to a different project manager if awarded? Does GMS allow for shared access to the application, reporting, etc.?
    Yes. Each project requires one Primary Contact individual and at least one Signature Authority in GMS. However, there can also be additional, optional contacts as described in the “Contacts Tab” section of the Application Guidelines and Instructions. Each application contact may be granted access by checking the box on the top of the contact’s detail screen in GMS. Access to GMS is secure; therefore, each individual granted access must have a CalRecycle WebPass to log in to the system. Those who have not previously obtained a CalRecycle WebPass can create an account at the CalRecycle WebPass page. If you are awarded and you want to change the Primary Contact, please contact the Grant Manager.
  20. Under Project Requirements, it states that written agreements or letters of intent between applicant and edible food generating business must be in place. Are these required to be in place by the December 16, 2021 application deadline, or can we submit to CalRecycle upon Notice to Proceed, if awarded funds?
    Per the Application Guidelines and Instructions, supporting documentation from food donors and, if applicable, food waste prevention sites is required documentation for an application by the application deadline, December 16, 2021. These documents will help verify or support responses in the Narrative Proposal.
  21. Under the Site(s) Tab it appears that CalRecycle wants all Tier 1 generators and all food pantries with whom we might work on this project to be listed. Since it is not determined yet which grocers will participate, does CalRecycle want us to list all 44 of them? We have 9 food pantries we are working with, so potentially each of them would receive a portion of this grant funding. We want clarification if every possible scenario should be listed.
    Only organizations that will receive equipment or services paid for with grant funds need to be included as Non-Lead Participants in the application and should be listed as Non-Lead Participants in the application, including under the Site(s) Tab. As referenced on page 6 of the Application Guidelines and Instructions, Cooperative Applications are eligible, in which two to five eligible entities (one Lead Participant and up to four Non-Lead Participants) join together for the purpose of grant implementation. Please review that section for additional information.
  22. Can a city apply as an Individual Applicant and not list the other participants it wishes to contract services with? If a city is applying as an Individual Applicant, is the city prohibited from contracting out services under this grant?
    A city may apply as a Lead Applicant with no official grant participants. However, all grant-funded equipment, materials, and construction may only take place on property owned and operated by the city. Third-party services such as consultants, food recovery transportation services, and some indirect expenses do not have to be official grant participants. No grant-funded equipment or construction may be issued to organizations that are not official grant participants.
  23. Is CalRecycle requesting a list of partners with whom we had a written agreement in 2020 in the Narrative Proposal?
    No, you do not have to provide written agreements for past food recovery partners. However, if you state in the Narrative Proposal that your organization and Non-Lead Participants (if applicable) recovered food in 2020, then an explanation needs to be provided for how the food was measured by all parties involved. For projected diversion, applicants need to provide their methodology for how they are calculating future diversion.
  24. Would including any 2021 data be helpful to our application, e.g. poundage, number of partners, types of partners?
    If including information from 2021 operations (poundage, number of partners, and types of partners) is helpful to illustrate your project goals or describe baseline operations in relation to your grant project, please do so.
  25. Regarding the Ranking Criteria, there have been multiple Food Waste Prevention grants in our County, however none that have been pursued by or directly impact our specific City. Therefore, would our city be categorized under Rank 3?
    Yes. Because CalRecycle has previously funded grant projects in you County in past cycles of the Food Waste Prevention and Rescue Grant Program, any application received for this cycle of the Edible Food Recovery Grant Program from Los Angeles County will be prioritized according to Rank 3 of the criteria. However, within Rank 3, applicants who have not received funding in the past will be given priority.
  26. Can a city procure consulting services and not list a specific partner? If awarded the funds, the city will choose a partner including, but not limited to, proposers who responded to a previously released Request For Proposal focusing on food recovery technical assistance and food waste prevention.
    Yes, a city may list consulting services for eligible grant activities in their budget and application, and a city may decide which consultant will provide those services after receiving their grant award. Consultant time is included under Personnel or Indirect Budget categories, which are capped categories.
  27. Under Project Requirements, it states that written agreements or letters of intent between applicants and edible food generating business must be in place. Why is CalRecycle requiring the agreement to be with the generator? Can this be substituted with an agreement between us (Lead Applicant) and the food pantries?
    Providing contracts, written agreements, MOUs, or letters of intent from food donors helps demonstrate their commitment to participating in the project. This supporting documentation helps CalRecycle gauge project viability and verify that edible food will be recovered during the Grant Term. The required documentation can be between a food generating businesses and any participating applicant (Lead or Non-Lead).
  28. Can Letters of Support/Intent from food donors be from companies that already donate edible food to recovery organizations if these recovery efforts will be enhanced by the grant project? (e.g., our education efforts will target grocers to ensure they are maximizing the food recovery opportunities).
    Yes. Letters of Support/Intent can be provided from existing food donors if they can demonstrate that they will donate additional edible food beyond current baseline operations as a result of the proposed grant project.
  29. Do we need to have the Food Donor contracts signed or can they be in process?
    It is required to provide supporting documentation from food donors with the application. This documentation is not limited to a signed contract. It could include, but is not limited to: contracts, written agreements, MOUs, or letters of intent from food donors and/or food waste prevention sites demonstrating their commitment to participating in the project for the entire Grant Term.
  30. Do we need Food Donor contracts with every donor that we will work with or can we add more later?
    The Applicant must provide contracts, written agreements, or letters of intent between the Applicant and the edible food generating businesses that demonstrate their intent to donate edible food that would otherwise be destined for landfills to support the Narrative Proposal. Grantees are not prohibited from also contracting with additional food donors during a project, if awarded, as long as that is otherwise consistent with the scope, goals, plan, and terms of the grant.
  31. Our program is based on a philosophy of recovering food that would have gone to landfills. Do we need to somehow verify this with our Food Donors?
    Grantees are responsible for following the terms of the grant if awarded, including the project requirement that edible food being recovered is diverted from landfills. This may include verifying with donors if there are any questions.
  32. Would a contract with a franchise waste management company qualify as supporting documentation, if that contract includes language committing the hauler to notifying, monitoring, and reporting edible food recovery?
    If the waste management company will contribute to the project and recover newly diverted edible food for human consumption, the contract can be included as supporting documentation to support the project.

For more information, contact GHGreductions@calrecycle.ca.gov