Guidelines for Local Food System Infrastructure Grant - Large Projects

The purpose of the Local Food System Infrastructure Grant program is to support local food supply chains and market access for Washington farms, ranches, food processors, and food distributors. The grant funds projects that expand and strengthen collaboration across linkages in regional food supply chains in Washington. This includes equipment, and facilities for post-harvest handling, aggregation, processing, manufacturing, storing, distribution, or sale of Washington grown, caught, and raised foods. 

Investments that strengthen linkages along the food supply chain create new opportunities for farms and food businesses to market Washington grown foods to people in Washington. Expanding market access allows farms and food businesses to remain engines for innovation, growth, and sustainability in Washington’s vibrant local food economy.  

Three Eligibility Categories:  

• Small and mid-size owner-operated farms or ranches in Washington that sell some portion of their product in Washington.   

  • Small and mid-size farms must have less than $1 million in annual gross cash farm income in 2024.  

  • ​An owner-operated farm is one in which the majority of the farm business is owned by the person/s involved in the day-to-day on-farm operation. 

OR  

• Small and mid-size food businesses whose primary function is to aggregate, process, manufacture, distribute, store, or sell Washington grown caught, or raised foods in Washington. 

  • ​Small and mid-size food businesses have less than 100 employees.  

  • Employee count is the average number of people employed for each pay period over the business’s latest 24 calendar months. Any person on the payroll must be included as one employee, regardless of hours worked or temporary status.   

  • Employee count must include parent company and subsidiaries across all geographies where the company operates.  

OR  

• A non-profit, tribal, or local government entity that directly enables small and midsize owner-operated farms, ranches, or food businesses to sell Washington foods to people in Washington. This grant may not be used for sub-awards or pass-through funding.   

Applications from non-eligible entities will not be considered.  

This is a reimbursement style grant.

This means grant recipients pay for project costs with their own funds and are paid back after goods/services have been received. Reimbursement requests can take up to 30 days to be paid. Applicants should factor reimbursement processing time into their overall project timeline.   

There is no requirement for matching funds. 

 

All grant expenses must directly support the grant purpose to improve local food supply chains and market access for Washington farms, ranches, food processors, and food distributors. Eligible project costs support post-harvest handling, aggregation, processing, manufacturing, storing, distribution, OR sale of WA grown, caught, and raised foods for human consumption. Projects should directly enable small and midsize owner-operated Washington farms, ranches, and food businesses to access markets within Washington.    

**New for the 2025–2027 Biennium** Applications that include ineligible costs will not be considered.

Please contact WSDA directly with any questions about eligibility of an expense at localfoodinfrastructure@agr.wa.gov.  
 

Eligible Costs Include: 

• Major facility improvements that involve any ground disturbance, new utility services or structural work. For example, grading/excavation, concrete, septic systems, or framing.  

• Food processing equipment.   

• Food storage and distribution equipment.   

• Vehicles or trailers for food delivery.

• Technology or software improvements.

• Food safety improvements.

• Worker safety improvements.

• Employee trainings.

• Business, financial, or feasibility planning for post-harvest and local market access/supply chain activities.

• Marketing or brand development that improves market access or visible presence in local/regional markets.

• Minor facility improvements that make equipment useable. For example, electrical outlets, sink plumping, or floor resurfacing.

• **New for the 2025-2027 Biennium**: Origination fees associated with the issuance of loans or debt that directly support completion of the proposed project.

• Other related costs that directly support completion of the proposed project.   
   

Ineligible Costs Include: 

• Pre-harvest or harvest expenses (for example, greenhouses, tractors, row covers, irrigation equipment, soil amendments, seed, feed, or other agricultural inputs).  

• Food, ingredients, or livestock purchases.  

• On-going operating costs that do not directly support completion of the proposed project.  

• Interest fees associated with loans or debt.  

• Land or real estate acquisition.  

• Costs incurred and/or payments made prior to the GRANT AGREEMENT start date.  

• Costs incurred and/or payments made after spending deadlines outlined in the GRANT AGREEMENT.   

• Expenses that have been or will be reimbursed under any other federal, state, or local government funding.  

• Expenses that have been or will be reimbursed by insurance.  

• Illegal activity under federal or state law or regulation.  
   

WSDA reserves the right to make changes to, and final determination of, eligible expenses.  

Large Project applications must be completed in two phases:
 

Phase 1: Concept Proposal 

• ​Submit the Concept Proposal form by the submission deadline detailed in the table below and posted on the grant website.   

• Concept Proposals will consist of a limited number of narrative questions and will not require a detailed project budget.   

• WSDA anticipates the top 15 Concept Proposals will be invited to submit a Full Application. 

​Phase 2: Full Application — BY INVITE ONLY  

• Submit the Full Application Narrative Questions and Proposed Budget forms by the submission deadline detailed in the table below and posted on the grant website.   

STEP 1: Application

Applicants must submit a completed application form in English, including required supporting documents by the due date posted on the grant website. While we offer grant applicant support in various languages upon request, all applications must be submitted in English. 

To request any grant materials in an alternate format or a different language, please contact LocalFoodInfrastructure@agr.wa.gov.    

STEP 2: Grant Applicant Support

WSDA will provide grant informational webinars available as a recorded resource posted on the grant web page. WSDA will also offer application technical assistance “office hours” that are open to all interested applicants.  Information about dates and times will be posted on the grant web page.   

WSDA anticipates a high level of interest and may not be able to respond to every grant inquiry individually.  WSDA will compile a list of all the questions and inquiries received and will regularly update the Frequently Asked Questions (FAQ) section, which will be posted on the grant web page.    

WSDA can answer questions about the grant application, grant requirements, and grant selection process. To ensure that all applicants receive equal treatment, WSDA staff cannot provide individualized guidance to applicants beyond answering general grant application, eligibility, and scoring criteria questions.   

For grant and eligibility questions, contact the grant administrator at localfoodinfrastructure@agr.wa.gov.   
 

STEP 3: Review of Applications

WSDA will review applications for eligibility of the applicant and proposed costs. A grant review team will evaluate each application based on the evaluation criteria set forth in the Evaluation Criteria section.  

In making final award decisions, WSDA may consider geographic distribution of projects, to ensure benefits in all regions of Washington state. 

In awarding funds under this program, WSDA may coordinate with other agencies or entities that WSDA deems necessary.  

STEP 4: Grant Award Notification

WSDA will notify Applicants of award/no award decision by the date posted on the grant website. All applicants may ask for feedback from WSDA after the award announcement.   

STEP 5: Grant Contracting   

If awarded a grant, prior to signing the Grant Agreement the awardee MUST:  

• Register for a Statewide Vendor/Payee Number (SWV#) with the Washington State Office of Financial Management.  We suggest registering as soon as possible if you are awarded a grant. To request a free Statewide Vendor number, go to the Office of Financial Management website  and complete the Vendor/payee Registration Form.   

• Register for a SAM.gov Unique Entity ID number. Unique Entity ID (UEI) numbers are obtained through the SAM.gov website.  There is no charge to use this site or to obtain a UEI number. Entities do not need to fully register in SAM.gov to obtain a UEI number but the profile must be PUBLIC.  All awardees must obtain a UEI number prior to signing the grant agreement.  If you think you already have a SAM.gov account, you already have a UEI number and can obtain it by clicking “sign in” on the top right of SAM.gov.  

Sign the Grant Agreement with WSDA
Grant awardees will receive a Grant Agreement to sign, which is substantially similar to the one posted on the grant website. The Grant Agreement is a legally binding document that sets the requirements for what you need to do as a grant recipient. We strongly encourage you to read the entire agreement prior to signing.   

Here’s an overview of some of the components of the grant agreement to be aware of:  

• RETENTION OF EQUIPMENT AND IMPROVEMENTS: Equipment Plus grant purchases must remain in use for the intended purpose for at least 3 years from the end date of the grant agreement. Large Project grant purchases must remain in use for the intended purpose for at least 6 years from the end date of the grant agreement. If grant funded equipment or facilities are sold, the Grant recipient may be responsible for repayment of grant funds.  

• CONFLICT OF INTEREST: Grant recipients must avoid conflicts of interest, including but not limited to, using grant funds for any form of self-dealing, or contracting with, providing gratuities, favors, or gifts to individual family members or officers. Employees of the Grantee may only be paid for services provided that are in the scope of work of the grant.   

• PREVAILING WAGE LAW: all subgrantees/subcontractors performing work on the Project shall comply with State Prevailing Wages on Public Works, RCW 39.12, as applicable to the Project funded by this Grant Agreement, including, but not limited to, the filing of the “Statement of Intent to Pay Prevailing Wages” and “Affidavit of Wages Paid” as required by RCW 39.12.040. Grant recipients will need to visit the Washington State Department of Labor & Industries Public Works Projects website for more information.   

• APPLICABLE LICENSING, PERMITTING, OR INSPECTION: Grant recipients are responsible for meeting all applicable licensing, permitting, or inspection requirements prior to operation.  

This is a highly competitive grant category. WSDA anticipants receiving many more applications than will be funded. Applications will be scored based on their alignment with the grant purpose; to support local food supply chains and market access for farms, ranches, food processors, and food distributors. Emphasis is placed on projects with any design and engineering steps completed, and construction permits that are either in-hand, or will be issued soon.  

Large Project applications will receive separate scores for their Concept Proposal and their Full Application.   
 

Concept Proposals can receive up to 32 possible points across the two (2) following categories:
 

➤ 1.  REGIONAL FOOD SYSTEM IMPACT (16 points possible) 

A) Identifies a "Market Opportunity" for their products or services. (4 points possible) 

• None or unclear market opportunity (0 points)
• Minimal or unreasonable market opportunity (1 point)
• General market opportunity (2 points)         
• Specific market opportunity (3 points)        
• Specific market opportunity with identified market opportunity evidence (4 points)
   

B) Identifies necessary operational resources to address the infrastructure gap or bottleneck. For example, facilities, staffing, equipment, inputs, etc. (4 points) 

• None or unclear resources identified (0 points)
• Minimal or unreasonable resources identified (1 point)
• General resources identified (2 points)     
• Specific resources identified (3 points)   
• Specific resources identified that will address the infrastructure gap in a unique or exceptional way (4 points)

C) Improves PROFITABILITY of Washington farms or food businesses that grow, catch or raise food. (4 points) 

• None or unclear impact on profitability (0 points)
• Minimal or unreasonable impact on profitability (1 point)
• Average impact on profitability (2 points)     
• Significant impact on profitability (3 points)   
• Significant impact on profitability with identified support from other farm and food businesses (4 points)

D) Improves MARKET ACCESS for Washington grown, caught or raised foods. (4 points) 

• None or unclear improvement (0 points)        
• Minimal or unreasonable improvement (1 point)        
• Average improvement (2 points)        
• Significant improvement (3 points)        
• Significant improvement with identified support from other farms, food businesses, wholesale accounts, marketplaces or end consumers (4 points)

➤ 2. ACHIEVABILITY (16 points possible)

A) Project timeline is detailed and acheivable. (4 points)

• None or unclear timeline (0 points)
• Minimal or unreasonable timeline (1 point)
• General timeline (2 points)
• Specific timeline (3 points)
• Specific timeline that accounts for potential delays (4 points)

B) Project design and engineering is near completion and permits are in-hand or in-process. (8 points)   

• None or Unclear permit readiness (0 points)
• Minimal or unreasonable permit readiness (2 points)
• Some design and engineering plans, understand permit needs (4 points)
• Design and engineering and permit applications are in-process (6 points)
• Design and engineering complete, all permits in-hand  (8 points)

C) Applicant has a clear plan to reduce the risks related to the proposed project. (4 points) 

• None or unclear risk mitigation planning (0 points)
• Minimal risk mitigation planning (1 point)
• Average risk mitigation planning (2 points)
• Good risk mitigation planning (3 points)
• Outstanding risk mitigation planning (4 points)

Full Applications can receive up to 60 possible points across the three (3) following categories:

➤ 1.  REGIONAL FOOD SYSTEM IMPACT (36 points possible) 

• None or unclear market opportunity (0 points)
• Minimal or unreasonable market opportunity (2 points)
• General market opportunity (4 points)         
• Specific market opportunity (6 points)         
• Specific market opportunity with documented market opportunity evidence (8 points)

• None or unclear resources identified (0 points)
• Minimal or unreasonable resources identified (1 point)
• General resources identified (2 points)
• Specific resources identified (3 points)
• Specific resources identified that will address the infrastructure gap in a unique or exceptional way (4 points) 

• None or unclear impact on profitability (0 points)
• Minimal or unreasonable impact on profitability (2 points)
• Average impact on profitability (4 points)
• Significant impact on profitability (6 points)
• Significant impact on profitability with documented support from other farm and food businesses (8 points)

• None or unclear improvement (0 points)        
• Minimal or unreasonable improvement (2 points)        
• Average improvement (4 points)        
• Significant improvement (6 points)         
• Significant improvement with documented support from other farms, food businesses, wholesale  accounts, marketplaces or end consumers (8 points)

• None or unclear impact on food system resilience (0 points)  
• Minimal or unreasonable impact on food system resilience (1 point)    
• Average impact on food system resilience (2 points)   
• Significant impact on food system resilience (3 points)
• Unique or outstanding impact on food system resilience (4 points)

➤ ACHIEVABILITY (20 points possible):   

• None or unclear timeline (0 points)
• Minimal or unreasonable timeline (2 points)
• General timeline (4 points)
• Specific timeline (6 points)  
• Specific timeline that accounts for potential delays (8 points)

B)  Project design and engineering is near completion and permits are in-hand or in-process. (8 points)   

• None or Unclear permit readiness (0 points)
• Minimal or unreasonable permit readiness (2 points)
• Some design and engineering plans, understand permit needs (4 points)
• Design and engineering and permit applications are in-process (6 points)
• Design and engineering complete, all permits in-hand  (8 points)

C) Applicant has a clear plan to reduce the risks related to the proposed project. (4 points) 

• None or unclear risk mitigation planning (0 points)
• Minimal risk mitigation planning (1 point)
• Average risk mitigation planning (2 points)
• Good risk mitigation planning (3 points)
• Outstanding risk mitigation planning (4 points)

➤ BUDGET REASONABLENESS (4 points possible): 

• Unreasonable (0 points)  
• Minimal reasonableness (1 point)   
• Average reasonableness (2 points)
• Good reasonableness (3 points)   
• Outstanding reasonableness (4 points)

REIMBURSEMENT

Goods and services must be received AND paid for by the grant recipient before they will be reimbursed, and the Grantee must provide payment documentation that shows all four of the following:   

1. Which approved budget line item or category the purchase is associated with

2. A description of what was purchased
   For example: An itemized receipt or invoice

3.  Proof of payment made by the grant recipient
   For example:   

   • A receipt or “paid” invoice for the seller that shows the method of payment (ie: credit card ending in 1234) AND a balance of zero, OR  

   • An “order” invoice plus a copy of the cashed/cleared check, OR   

   • A bill of sale including a description of the items sold, date, name/address/phone of seller and buyer, and signed by the seller verifying payment was received PLUS a copy of the cashed/cleared check 

   • Payment documentation for staff hours includes expanded general ledger, timesheets, or pay stubs that show:   

     • The employee hours billed to a project during the payroll period 

     • The employee net pay

     • Other payroll expenses (like taxes)  

4. Proof of receipt, such as delivery confirmation or a photograph of the received item

Reimbursement requests can be made not more than twice per calendar month. Payment will be received within 30 days after submission of a completed reimbursement request.  

To be reimbursed, expenses must be included in the approved budget categories and approved budget amounts as shown in the signed Grant Agreement. Expenses incurred before the date the Grant Agreement is signed cannot be reimbursed.  

REPORTING

During their grant agreement period of performance, grant recipients must complete Quarterly Progress Reports, and a Final Impact Report using provided survey forms.  All grant recipients are also requested to fill out a Project Outcomes Report one year after the grant agreement ends.   

WSDA may conduct a site visit at any time during the grant agreement period and up to three years after the end of the grant and will provide three-day notice. To the extent possible, all site visits will be scheduled on mutually acceptable dates.   

 

RECORD KEEPING

Grant recipients must retain records relating to the grant for a period of at least six years following the date of final payment and must make records available to WSDA upon request, or upon audit of the completed project by WSDA. WSDA reserves the right to inspect and audit the project site for as long as one year following the date of final payment.  Grant awards are taxable and will be reported by the WSDA to the IRS.  

1. Complaint Period  

The purpose of the complaint process is to settle unresolved issues or concerns in the application or the application process.   

Interested parties are expected to raise any questions they have concerning the application or its process early in the application process. If an interested party believes the application or process unnecessarily restricts competition, contains inadequate or insufficient requirements, or utilizes an evaluation process that is unfair or flawed, the interested party may submit a formal written complaint to the Grant Administrators. The complaint process allows interested parties to focus on the application requirements and evaluation process and raise issues with these processes early enough to allow WSDA to correct a problem before applications are submitted and time is expended on evaluations.    

If a complaint related to the application or the application process is not filed by the deadline in section 1.1, it may not be raised later.  
 

1.1 Deadline for Filing Complaints  

The deadline for filing complaints regarding this application is by 4PM PST, September 7th, 2025.  

1.2 Form of Complaints  

In addition, all complaints must comply with the following requirements:  

•  The complaint must be in writing.  

• The complaint must be sent via email to the Grant Administrators: localfoodinfrastructure@agr.wa.gov, by the due date set forth in Section 1.1.  

• The complaint must clearly articulate the basis for the complaint.  

• The complaint must include a proposed remedy.  

​1.3 Complaint Response  

Grant Administrators will evaluate the validity of complaints submitted in accordance with section 1.2 and make a good faith effort to promptly notify the interested party of WSDA’s decision.  

WSDA reserves the right to modify the application if it is determined, at the sole discretion of the Agency that the complaint is valid or the recommended change is in the best interest of the Agency. WSDA’s decision is final and no appeal process will be available to the interested party once a decision has been made.  

WSDA’s response to the complaint, including any resulting changes to the application, will be posted on the grant website. WSDA’s Director will be notified of the complaint and provided with a copy of WSDA’s response.  

 

2. Award Selection Protest Period  

2.1 Debriefing of Unsuccessful Applicants  

Following the review of full applications and the announcement of the successful applicants, unsuccessful applicants may request written feedback on their application or a “debriefing conference” to discuss the evaluation of their application.  

Written feedback will be provided after successful applicants' grant contracts have been executed.  

Grant administrators must receive the request for a “Debriefing Conference” via email: localfoodinfrastructure@agr.wa.gov within three (3) Business Days of the announcement of the Successful Applicants.  

Only Applicants who submit a Concept Proposal in response to this grant may request a Debriefing Conference.  

Debriefings Conferences will be scheduled to occur within five (5) Business Days of the request. If additional time is required, the requesting applicant will be notified of the delay.  

The debriefing will be limited to critique of the requesting applicants’ submitted application. Comparisons between applications or evaluations of other applications will not be allowed.  

Debriefings will be conducted via phone and are limited to 30 minutes in length.  

2.2 Protest Procedures  

The Protest process occurs after the applications are submitted and evaluated and is limited to applicants. This allows unsuccessful applicants to focus on the evaluation process to ensure its integrity and fairness. Protests are limited to issues regarding how the process was executed. This allows WSDA to correct evaluation process errors and problems before Agreements are executed.  

An unsuccessful applicant may submit a Protest in response to this process, if all of the following conditions have been met:  

• The protesting party has submitted a full application in response to this solicitation.  

• An announcement of the Successful Applicants has been posted on the grant webpage.  

• The protesting applicant has requested a “Debriefing Conference” within five (5) Business Days of the announcement of the Successful Applicants.  

• The protesting applicant has participated in a debriefing conference with the Agency.  

2.3 Protest Submission Requirements  

Protesting applicants should include all issues they wish to raise when submitting a protest, including:  

• Bias, discrimination, or conflict of interest on the part of an evaluator.  

• Errors made in computing the scores.  

• WSDA’s non-compliance with procedures described in this application or applicable law.  

Protesting applicants are limited to one Protest in response to this grant. Protesting applicants may not raise issues that were previously resolved by the Application Protest Period, Section 1.1. Protesting applicants may not raise issues that could have been addressed through a timely complaint.  
 

2.4 Protest Format and Content  

Applicants protesting the selection of the Successful Applicants must submit their protest, in writing, within three (3) Business Days following their debriefing conference. Protests should be submitted by email to the Grant Administrator at localfoodinfrastructure@agr.wa.gov.  

 All Protests shall include the following information:  

• Information about the protesting applicant, including name of entity, mailing address, phone number, email address, and name of person responsible for submitting the protest.  

• A statement as to allowable issue(s) being protested.  

• A description, in chronological order, of the facts and circumstances leading to the belief that a Protest is warranted, including statements, activities, etc., of each involved party.  

• Specific reference to the grounds for the Protest and all facts and arguments upon which applicant relies including all documents referenced in the protest (excluding application). The protest applicant will provide a proposed resolution to the Protest.  

• Copies of all documents referenced in the protest. A copy of the protesting applicant’s application does not need to be included with protest.  

2.5 Protest Review Process  

Upon receipt of a Protest, WSDA will postpone signing agreements until the Protest has been resolved.  

The Agency will perform an objective review of the Protest. The Agency will assign a neutral party that had no involvement in the evaluation and award process to investigate and respond to the protest.  

The review shall be based on the written Protest material submitted by the Applicant and all other relevant facts known to the Agency. If a Protest may affect the interest of any other applicant, the Agency reserves the right to provide such applicant with a copy of the Protest and provide them with an opportunity to submit any relevant information regarding the Protest to the Agency.  

The Agency will provide a written decision to the protesting applicant within ten (10) Business Days after receipt of the Protest, unless more time is needed. The protesting applicant will be notified if additional time is necessary.  

At the time the Agency issues the written decision to the Protest, it will also provide a copy of the original Protest and the response to the Director.  

The Protest decision is final and no appeal process is allowed. If the protesting applicant does not accept the response to the protest, the applicant may seek relief from the Superior Court. This Protest procedure constitutes the sole administrative remedy available to applicants under this grant. Chapter 34.05 RCW, Administrative Procedures Act (APA) does not apply to this.