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- Agro-Envronmental
Technology Grant Program
- Request
for Responses
This RFR is closed. It is posted
here for reference purposes only.
Contact: RFR #: AGR-AET-01
- Craig M. Richov
- MA Department of Food and Agriculture
- 142 Old Common Road
- Lancaster, MA 01523
- 508-792-7711 x14
- FAX 978-365-2131
Contract Type: Maximum
Obligation up to $50,000
DUE DATE: December
1, 2000
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(1) Description
and Purpose of Procurement:
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The Massachusetts Department
of Food and Agriculture invites proposals to fund demonstration
projects, feasibility analyses and applied research, designed
to address Massachusetts' agriculturally related environmental
concerns and agricultural development needs and opportunities.
To qualify for consideration, proposals must have practical,
near term, commercial application involving new or alternative
technologies, practices or organizational arrangements which
will stimulate expanded agricultural development, economic
activity and employment growth.
The Agro-Environmental Technology
Grant Program may fund projects which will test or demonstrate
new technologies to determine their suitability and adaptability
to Massachusetts producers. It is the general objective of the
Program to support projects which encourage the adoption of environmentally
sound practices which will stimulate increased economic activity
Proposals must demonstrate
the potential for the direct commercial application of the anticipated
project results. It is not the purpose of the Program to substitute
for business start up, expansion or other types of loans. Rather,
it is the purpose of this Program to prove or demonstrate commercial
viability of the demonstrated activity so that loan funds, if
necessary, may be obtained for full implementation or application
of the project results or findings. Therefore, projects should
have broad application to have as great an impact as possible
on our agricultural industry.
Specific objectives of the
Program include, but are not limited to contracting for projects
which will:
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Encourage the adoption of environmentally
sound production practices and systems
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Assist with diversification
and expansion of production
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Enhance agricultural profitability,
viability and open space preservation
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Decrease inputs into standard
agricultural enterprises
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Promote agricultural resource
improvement and conservation
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Create new capital investment
and expansion in the food and agriculture industry
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Promote market development
and expansion via value added processes or new or improved marketing
strategies
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Create jobs in the food and
agricultural sector
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Promote the commercial application
of new technologies, practices or organizations in Massachusetts
agriculture.
(2) Acquisition
Method: Purchase/Fee for Service.
(3) Number
of Vendors Required: Multiple.
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(4) Single
Department User:
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Only the Massachusetts
Department of Food and Agriculture may contract under RFR#
AGR-AET-01
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(5) Anticipated
Contract Duration, Including Renewal Options:
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The potential for near-term
commercial application or use of project results is a major
consideration in proposal evaluation. Therefore, proposed
projects should have a time frame for completion of approximately
one year or less. The start date for most contracts will be
April first. Projects may be submitted for more than one year
with justification provided.
At the Department's option
and based upon satisfactory performance and compliance, the Department
may, subject to available funding, extend a contract for a period
of up to one year.
(6) Anticipated
Expenditures, Funding, or Compensation:
The Department of Food and Agriculture
will fund contracts up to $50,000 under the Program. Over the past
few years, an average of 10 to 15 projects have received funding each
year. The amount of the average award last year was $12,500.
(7) Eligibility
Requirements:
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(a)
Applicant Eligibility
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Proposals will
be accepted from public and private agencies and
organizations, business and industry, educational
institutions and local governments in Massachusetts.
Individuals may apply if they provide letters of
endorsement, support or other evidence of commodity
group or agricultural industry favor for the proposed
project. Public agencies or educational institutions
are strongly encouraged to obtain private sector
co-sponsors or cooperators. Applicants must demonstrate
a proven ability to carry out all elements of the
proposed project. All subcontracts to individuals
and private businesses and industry must be pre
approved by the Department.
Employees or business
associates of members of the Board of Food and Agriculture
and employees of the MA Department of Food and Agriculture
should check with the State Ethics Commission and apply
only if within all applicable laws.
(b) Project
Eligibility
Projects
which involve new or alternative production, processing,
distribution or market access technologies, practices
or organizational arrangements will be considered. Projects
must specifically demonstrate a potential for further
development of the Commonwealth's food and agriculture
industry to be eligible, and must demonstrate the public
benefit to be realized from the project.
Projects which are
undertaken in Massachusetts are preferable. Proposals
for projects to be undertaken outside Massachusetts
will be considered but the applicant must present clear
evidence that the Massachusetts food and agriculture
industry will benefit.
Funds are intended
to be used for new activities or the expansion of qualifying
existing activities. Proposals designed to maintain
or substitute for existing efforts will not be considered.
General research
studies or analyses which do not have a clear potential
for direct implementation will not be considered.
(c) Eligible
Costs
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Contracts
of up to $50,000 per project may be funded under
the Program. Reasonableness of the budget requested
relative to the proposed work will be considered
in evaluating proposals.
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Eligible expenses
utilizing grant funds under the project include,
but are not limited to:
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Salaries and Wages,
fringe benefits (Total personnel costs are limited
to 50% of grant amount)
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Consultant services
(technical, professional, out of house)
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Travel
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Advertising and
Promotion
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Supplies and Materials
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Communication (telephone,
postage, printing, etc.)
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Funds cannot be used
to cover institutional overhead or other indirect costs
such as use of land, buildings or equipment. These costs
cannot be used in calculating an applicant match.
The Commonwealth reserves
the right to audit the applicant's expenses and records
relating to the performance of the project during and
up to five years after the completion of the project.
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(8) Contract and Performance
Specifications:
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Selected applicants will
be responsible for completing the project described in their
responsive proposal in a timely and cost-effective manner.
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The Department of Food
and Agriculture will be responsible for monitoring each
funded project and ensuring that the terms of the contract
are fulfilled. Specific monitoring and reporting terms and
conditions of each funded project will be contained in a
formal contract in the Scope of Services attachment.
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At a minimum, an original
and three copies of a satisfactory, comprehensive final
report will be required under the contract along with other
agreed upon deliverables. The final report shall include
a detailed description of the work completed under the contract
as it related to the plan of work, a description of the
problems encountered during the project which affected the
completion of the plan of work and attainment of project
goals and objectives, a statement of the likelihood of implementation
of project results including but not limited to jobs created
or retained, new capital investment, environmental concern
addressed, new or increased agricultural product or commodity
sales or increased profit, and number of acres of farmland
potentially affected by the project. The report will also
contain a final budget showing costs borne by all fiscal
participants.
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In addition to the final
project report, the Department reserves the right to conduct
a follow-up survey of funded projects in order to determine
long term impacts.
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(9) Instructions
for Submission of Responsive Proposals
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Responsive Proposals
should be no more that eight (8) pages in length (excluding
the cover sheet, budget form and resumes) and must conform
to the format described below (cover sheet, ten numbered
sections and a proposed budget):
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(a) Cover
Sheet
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Title
of proposed project
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A brief
description of the project (1-3 sentences)
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Name and
title of applicant
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Address
and telephone number of applicant(s)
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Amount
of funding requested
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Duration
of project (including beginning and ending
dates)
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Name, address
and telephone number of contact person if
other than applicants
(b)
Proposal Narrative
1.
Identification of Need or Opportunity
Clearly
state the specific need, problem or opportunity
to be addressed, indicating its importance
to the Massachusetts agricultural community
and its environmental significance.
2.
Project Summary
Give
a brief description of the work involved,
and describe the project's intended economic
and environmental benefits. This section
should clearly explain the overall background
and approach used to address the need or opportunity
as well as the role the project will play
in achieving the objectives identified in
the RFR.
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3.
Statement of Objectives
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A brief,
clear, concise description of the objectives
of the proposed activity is required.
Where goals can be expressed numerically,
this analysis will be useful. Consistency
with the objectives of the Program as
indicated in the RFR is critical.
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4.
Statement of Public Purpose
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A description
of what public benefit will result from
the project, and what specific actions
will be performed in order to ensure a
specific public benefit or benefits is
essential. This section may discuss public
access, public education, public use,
or other methods of securing public benefit.
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5.
Deliverables
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Deliverables
are the anticipated end product of the
proposed project which will make it useful.
This section should clearly describe the
deliverables which will be provided and
indicate how these deliverables will be
made available to the Department and used
by the food and agriculture industry after
the project is concluded. Most all projects
should contain an outreach component.
In addition
to a written presentation of findings and
recommendations, deliverables may be provided
in a number of forms including, but not limited
to one or more of the following:
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A new or
prototype product, machine or process that
enhances agricultural and environmental compatibility
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An analysis
of economic, scientific or production feasibility
for a specific enterprise, organization or
development project
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A new production
practice, technique or system
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A plan
to establish a new business enterprise or
service that will benefit a sector of the
food and agriculture industry
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A new organization
or organizational structure
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Publication
of a management, business, marketing or capital
formation plan
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An engineering
or design plan, drawing or blueprint
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Publication
of "how to" guidelines or instructions
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An audio-visual
presentation of a new production or processing
technique or methodology, or marketing and
promotion effort.
It should
be noted that the Program places an emphasis
on the development of end products which will
result in direct commercial application or
economic impact.
6.
Plan of Work
The
plan of work must provide a detailed description
of how the proposed project is to be carried
out. It should describe the tasks to be performed
and a time table for their completion.
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7.
Potential Use
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The
practical or commercial application of
the proposed project activity is important.
This section should indicate by what means
the proposed project activity appears
to have potential commercial application
or may be broadly adaptable in the field.
It is essential that environmental and
economic benefits be identified and quantified
to the maximum extent possible. A plan
for information transfer and education
must be presented. Where grant funds will
be utilized for the purchase of equipment
of facilities, the proposal must also
include a detailed plan for ensuring public
access during a specified period of time
to view the facility or equipment in operation.
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8.
Key Personnel
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This
section should identify the key people
who will be involved in carrying out the
proposed project activity and their qualifications
for doing so. Subcontractors, consultants
and others not directly associated with
the applicant must be included. Resumes
for key personnel should be included at
the end of the proposal.
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9.
Facilities and Equipment
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This
section should briefly describe the facilities
and equipment, if any, required to carry
out the proposed work. Items to be purchased
with grant funds should be fully described
and justified in this section.
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10.
Current and Pending Support
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A minimum
one-to-one applicant funding match is
required on all projects. Fifty percent
of the match must be provided in the form
of cash (actual expense for the project).
The remainder may be in-kind services,
or other resources, or combination of
same. Our strong preference is for a greater
ratio of cash match. Projects
with levels of matching above the minimum
one-to-one level will have an advantage
in the competitive selection process.
This match may be provided by the project
sponsor or other supporter(s). The
cost of previous research leading to the
proposed project will not be considered
as an eligible cost for matching purposes.
Institutional overhead or other indirect
costs are not eligible for use as matching
funds.
Funds
from the Agro-Environmental Technology Grant
Program may be provided contingent upon receiving
necessary funds or resources from other sources,
assuming the desired project timetable will
be maintained. This section should identify
other sources of funds or resources, amount
of funding or resources received or to be
received, and when they were or are expected
to be provided. Evidence of a commitment for
other required funds or resources must be
provided before Agro-Environmental Technology
Grant Program funding allocations will be
finalized.
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(c)
Proposed Budget
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A proposed
budget form, copy attached, must be completed
for each project submitted. If additional
space is required, a budget may be prepared
on a separate sheet using the same format.
The budget should indicate expenditures
by category, as well as the amount or
value of the applicant's matching contribution.
Salaries, wages and consulting services
must be detailed showing the number and
type of personnel directly involved in
the project, their hourly or salaried
rates, and estimated work days. Sources
of all applicant contributions must be
indicated and the amount of sponsor cash
contributions noted.
An original
and ten copies (11 total) of all responses
must be received in the Department's Lancaster
offices by 4:00 P.M., December 1, 2000. No
facsimiles will be accepted. Applications
will be received by the Department between
October 15 and December 1, 2000. Proposals
received after this date will not be eligible.
Responses for contract under
the Agro-Environmental Technology Grant Program
must be submitted to:
- 142 Old
Common Road
- Lancaster,
MA 01523
- 10)
Proposal Evaluation and Selection
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Proposed
projects must be responsive to the objectives
identified in this RFR. Each proposal
must be limited to one project or activity
only, the title of which must appear on
the cover sheet of the application.
The
purpose of the response or proposal is
to provide evaluators with a written statement
containing sufficient information to demonstrate
that the proposed activity is a sound
approach to an important area of interest
as outlined in the Request for Response
(RFR), and would be a project for which
the Department would be interested in
contracting services. Proposals will be
judged principally on their adherence
or conformity to the objectives and criteria
indicated in this RFR and the cost effectiveness
of the proposed activity. A meeting with
proposers at a location convenient to
the Board of Agriculture and or staff
may be required for clarification or further
examination of proposals before funds
are approved.
Selection
of successful proposals will be on a competitive
basis. All responses will be judged against
the following criteria consistent with
the stated objectives of the Program.
The degree to which the proposed activity:
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Addresses a significant, identified
industry need or opportunity, and
environmental concern
Demonstrates potential for near-term
direct commercial application
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Responds to the purposes and objectives
outlined in the solicitation and Program
guidelines
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Demonstrates economic development
potential measured in terms of job
creation, capital investment or other
identifiable economic activity
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Is innovative and original
The
percentage to which the proposal:
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Presents
a reasonable and feasible approach
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Adequately
details a work plan and time frame for completion
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Contains
clearly defined deliverables
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Demonstrates
experience and ability of proposer and project
staff to undertake the proposed activity
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Evidences
industry support
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Is cost
effective, relative to similar proposals submitted,
work to be performed, and product to be delivered
All responses
must include sufficient information to allow
the above factors to be judged. Only those
proposals which furnish complete information
will be considered for evaluation. No partial
responses will be considered. The Commissioner
of the Department of Food and Agriculture
reserves the right to make a final selection
upon approval of the Board of Food and Agriculture
and all decisions shall be final.
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(11)
Awards
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The Department
of Food and Agriculture will fund contracts up
to $50,000 under the Program. Grant monies will
not be awarded as lump sums at the initiation
of the projects. Grant payments will be made for
services received during or at the end of the
contract period. Persons awarded a contract will
be notified on or about February 15. Each applicant
whose proposal is not chosen for funding will
be notified to that effect in writing, by the
Department.
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(12)
Deadline for Responses
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An
original and ten copies of all responses must
be received in the Department's Lancaster offices
by 4:00 P.M., December 1, 2000.
No facsi miles will be accepted.
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(13)
RFR Attachments
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RFR
Attachments include:
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Exhibit 1 Budget
Form
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Exhibit
2 Project Requirements
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Exhibit 3 Sample
Standard Contract Form
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Exhibit 4 Sample
Commonwealth Terms and Conditions
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Exhibit 5 Sample
Contractor Authorized Signature Verification Form
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Exhibit 6 Sample
Consultant Contractor Mandatory Submissions Form
Exhibits 1 through
7 are attached to this RFR. On line readers will
find sample documents of Exhibits 3 through 7 on
the Comm-PASS Website under Forms & Information.
Comm-PASS is available on line at http://www.Comm-PASS.com
The Department
will only award a contract to persons willing to
sign a standard form contract ("Contract"). A sample
copy of this Contract is attached to this RFR. Do
not complete or return the sample copy provided
here. Upon receipt and acceptance of a proposal,
the Department will forward to the proponent an
actual Contract, these RFR exhibits, as well as
any other appropriate exhibits for execution and
return to the Department. Payments pursuant to the
terms of the Contract cannot be made until the Contract
is fully executed by all required agencies. Typically
this takes about 30 days. The start date for most
contracts will be April first. Department budgetary
issues may delay the start of contracts until our
new fiscal year, starting July 1, but this has not
been the case for this grant program in the past
four years.
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(14)
Notice to Bidders:
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This RFR
has been distributed electronically using the
Comm-PASS system. It is the responsibility of
every Bidder to check Comm-PASS for any addenda
or modifications to an RFR to which they intend
to respond. The Commonwealth of Massachusetts
and its subdivisions accept no liability and
will provide no accommodation to Bidders who
fail to check for amended RFRs and submit inadequate
or incorrect Responses. Potential Bidders are
advised to check the "last change" field on
the summary page of RFRs for which they intend
to submit a response to ensure that they have
the most recent RFR files.
Bidders may
not alter the RFR language or any RFR component
files. Bidders must respond in accordance to the
RFR directions and complete only those sections
which prompt Bidder for a Response. Modifications
to the body of this RFR, specifications, terms and
conditions, or which change the intent of this RFR
are prohibited. Any unauthorized modifications may
disqualify a Response.
Comm-Pass is
available on line at http:// www.Comm-PASS.com>
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(16)
Reserves
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The
Commissioner of the Department of Food and Agriculture
may hold funds in "reserves" which will be used
exclusively for special projects that are compelling
and that happen "out of cycle" for the program.
Out of cycle projects will be subject to the
same review of staff and applicable oversight
committees, will be required to meet all thresholds
of the Agro-Environmental Technology Grant Program,
and will be subject to the same approval of
the Commissioner and the Board of Food and Agriculture.
Funding will be bound by all statutes, regulations
and policies applicable to the regular cycle
projects.
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(17)
Liability:
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The Department
will not be held liable for any costs incurred
by any firm or individual for work performed
in the preparation of and production of a proposal
and/or for any work performed prior to the execution
of a written contract.
(18) Intellectual
Property Rights
Any
applicant awarded a contract should be aware of
the following:
The originals
of all finished and unfinished documents, data,
studies, reports, manuals, materials or other "deliverables"
identified in the contract, and paid for in part
or in whole with contract funds, shall become the
property of the Department, and the Commonwealth
shall have title and own the copyright in such "deliverables".
"Deliverables" also includes any equipment or furnishings
provided by the Department or purchased with contract
funds.
The contractor
shall have a royalty free non-exclusive and irrevocable
license to reproduce, publish or otherwise use these
"deliverables". The contractor shall not make any
application for patent or copyright of any "deliverables".
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The Department
of Food and Agriculture is an Affirmative Action/Equal
Opportunity Employer. Women, Minorities, Veterans
and Handicapped persons are encouraged to apply.
This RFR
is available in alternative formats upon request.
Proposal
Requirements Proposed
Budget (Excel document)
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