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Existing RFFM Grantees

I am a current grantee with a CY 2024 grant. I understand that the Reimbursement Request process has been simplified for CY 2024 Grants. Please explain.

Grant types and options that will utilize Fixed Funding based on deliverables include:

• Track 1 Development Base Grants (Base Outcomes- SA9/CSIP, Mentee Optional Add-On)
• Track 2 Development Base Grants (Base Outcome 鈥� Work on Standards 1-8, Optional Outcome - Meet/Maintain Standard 9, Updated SA9 within 12 months of Final Renewal, Mentee Optional Add-On)
• Mentorship Optional Add-On Grants (Mentor)

Grant types that will continue to use Traditional Reimbursements for CY2024 (receipts must be attached to an Interim or Final Progress Report for reimbursement) include:

• Track 3 Maintenance and Advancement Base Grants
• Capacity Building Optional Add-On Grants
• Training funds (offered as Training Optional Add-Ons for Tracks 1, 2, and 3 Special Projects Optional Add-on Grants)

Advance Payments are still an option for all grant types.

For complete details on CY 2024 reporting and reimbursements, please review the CY2024 Complete and Detailed Reporting and Payment Instructions available on the RFFM Resources page.

When we travel to our site visit and the end-of-year Mentorship meeting, is all of the travel spending coming from the $10,000 Mentee budget, or should it be taken out of the "travel and training" portion of the grant?

Travel related to the Mentorship program should be paid for with Mentorship funds (which are all Fixed Awards and do not require documentation for reimbursement). If you receive(d) Training funding as well, those funds must be used as indicated in your grant application, and reimbursement will require documentation of expenses.

Fall 2024 Application Period for CY 2025 NEHA-FDA RFFM Grants

When creating an account in the grant portal, one of the questions asked is: 鈥淚s your jurisdiction enrolled in the US Food and Drug Administration, Voluntary National Retail Food Regulatory Program Standards (Retail Program Standards)?鈥�. We have submitted our enrollment form to the FDA but have not received confirmation yet. How should we proceed with answering this question, and our grant portal eligibility?

If you have submitted your enrollment form, please answer 鈥淵es鈥� and create your account in the grant portal, using the date you submitted the form to your Retail Food Specialist as your enrollment date. We will then verify the enrollment date with FDA.

Will slides from the October 1, 2024 Informational Webinars be made available for applicants?

Yes! The recording for the October 1 Webinar has been posted to the NEHA RFFM Homepage. FAQs have also been posted.

What is the NEHA-FDA Retail Flexible Funding Model (RFFM) Grant Program?

The NEHA-FDA RFFM Grant Program opened in the fall of 2021 as the new method to apply for and receive Retail Program Standards grant funding from FDA. The program is administered by NEHA and is expected to open each year with multiple grants and eligibility tracks, designed to accommodate jurisdictions at different stages in their progress toward conformance with the Retail Program Standards.

What is the open application period for NEHA-FDA RFFM Grant Program CY 2025 grants?

The Grant Portal will open for applications on October 1, 2024, and will close at 7:59 PM ET on November 20, 2024. Both one-year and three-year grants will be offered for CY 2025, with a project period of January 15 - December 31, 2025, or January 15, 2025 鈥� December 31, 2027.

Do we use January 15th as the project start date for our CY 2025 applications?

Yes, you may use January 15th, or any other date after that date that makes sense for your jurisdiction, as the project start date.

How often should we complete a Comprehensive Strategic Improvement Plan (CSIP) and/or Self-Assessment of All Nine Standards SA9?

The SA9 will need to be done every five years. The CSIP is a living document and should be updated periodically as work on the Standards is completed. The sample CSIP on the NEHA website is laid out as a five- year plan to meet the 9 Standards: /retail-grants-resources.

Can you explain what a CSIP is?

A CSIP is a Comprehensive Strategic Improvement Plan. It is considered a multiyear planning document for jurisdictions to use to determine how to obtain and maintain compliance with the Retail Program Standards. CSIPs are living documents that will need to be evaluated and changed as the jurisdiction grows and changes over time. Additional information is available.

For Track 3, are we being asked to submit our current CSIP only (current and future work), or to include our past CSIP with completed work?

Please include the most current version of the CSIP, covering both work completed to date and future planned work for all nine Standards.

Our jurisdiction has limited staff. Will we have time to apply for and manage grants through this program?

The NEHA-FDA RFFM Grant Program Support Team is dedicated to keeping the burdens of application submission, grant management, and financial reporting as low as possible. Our online, web-based platform is designed for users of any skill level. Additionally, we actively maintain a dedicated phone number and email address for reaching a live team of experienced grant managers who are eager to provide unparalleled support.

I work at Indian Health Service (IHS) and survey tribal facilities, from casinos to restaurants and convenience stores, as well as programs like Head Start, daycares and elder meal programs that provide but don鈥檛 sell food. Is this program applicable to me?

Unfortunately, because IHS is a federal agency, you would not be eligible for this grant program. We are working on ways to support you, but it will be different from this program. Please feel free to reach out to retailgrants@neha.org. We are working on several tribal environmental health initiatives.

What grants are available for CY 2025?

The five different grant types offered to support Calendar Year (CY) 2025 projects include:

• Track 1 Development Base Grant (1-Year Combined Award):
  • Eligibility: Must be enrolled in the Retail Program Standards (RPS)
  • Fixed Funding based on deliverables met (for all but Training funds)
  • Required Outcome: Completion of a Self-Assessment of All 9 Standards and a Comprehensive Strategic Improvement Plan (CSIP) - Fixed Funding of $5,000
  • Training Optional Add-On: Offering funding for SLTT staff members to attend an in-person Self-Assessment and Verification Audit (SA VA) Workshop (up to 2 staff members), FDA Retail Food Protection Seminars, and/or the Conference for Food Protection, Traditional Funding (detailed budget required in the application, receipts required for reimbursement) - Traditional Funding up to $7,500
  • Mentee Optional Add-On: - Fixed Funding of $10,000
  • Up to $22,500 for CY 2025, through a single application (if all outcomes awarded)
• Track 2 Development Base Grant (1-Year Combined Award):
  • Eligibility: Must be enrolled in the Retail Program Standards (RPS); Current SA9 (August 1, 2019, or later) and CSIP
  • Fixed Funding based on deliverables met (for all but Training funds)
  • Required Outcome: Work on at least one Standard (Standards 1-8) - Fixed Funding of $5,000
  • Optional Base Outcome: Work to meet or maintain Standard 9 (aligned with Track 3)
    • Risk Factor Study / File Study Approach: Fixed Funding of $5,000
    • Risk Factor Study / Data Collection or Hybrid Approach: Fixed Funding of $10,000
  • Training Optional Add-On: Offering funding for SLTT staff members to attend Retail Food Safety training, workshops and conferences, Traditional Funding (detailed budget required in the application, receipts required for reimbursement) up to $7,500
  • Mentee Optional Add-On: Fixed Funding of $10,000
  • Optional Outcome: Updated SA9 within 12 months of expiration - Fixed Funding $3,000
  • Up to $35,500 for CY 2025, through a single application (if all outcomes awarded)
• Track 3 Maintenance and Advancement Base Grant (3-Year Combined Award):
  • Eligibility: Must be enrolled in the Retail Program Standards (RPS); Current SA9 (August 1, 2019, or later) and CSIP, must have successfully met and audited at least 3 different Standards in the last 5 years (between August 1, 2019 and December 31, 2024) *
  • Fixed Funding based on deliverables met (for all but Training and Capacity Building funds)
  • Required Outcome: Must maintain all Standards already met and meet at least 1 new Standard (1-8) by the end of the 3-year grant period. Fixed Funding of $30,000 ($10,000 per year)
  • Required Outcome: Work to meet or maintain Standard 9
    • Risk Factor Study / File Study Approach: Fixed Funding of $15,000 ($5,000 per year)
    • Risk Factor Study / Data Collection or Hybrid Approach: Fixed Funding of $30,000 ($10,000 per year)
  • Training Optional Add-On: Offering funding for SLTT staff members to attend Retail Food Safety training, workshops and conferences, Traditional Funding (detailed budget required in the application, receipts required for reimbursement) up to $7,500
  • Mentee Optional Add-On: Fixed Funding of $10,000 (CY 2025 only)
  • Optional Outcome: Updated SA9 within 12 months of expiration - Fixed Funding $3,000
  • Capacity Building Optional Add-On: Requires detailed budget, Traditional Funding up to $300,000 (maximum of $100,000 per year)
  • $45,000 up to $385,500 for CY 2025-2027, through a single application (if all outcomes awarded)
  • *Please reach out to the NEHA-FDA RFFM Grant Program Support with eligibility questions/concerns
• Mentorship / Mentor Optional Add-On Grant (1-Year Award available for Track 2 and 3 applicants) with the option to apply to be a Mentor (instead of choosing the Mentee Optional Add-On in the Base Grant). Fixed Funding for deliverables met based on number of Mentees (1-5) $12,000-$24,000.
  • Deliverables and corresponding funding include:
    • Mentorship Support for 1-5 Mentees - $6,000-$18,000
    • Complete Site Visit (Mentee or Mentor may host) - $3,000
    • 1-2 Personnel attend the Mentorship Year-End meeting - $3,000
• Special Projects Optional Add-On Grant (1-Year Award available for Track 2 and 3 applicants)
  • Projects that advance the Retail Program Standards and support the Integrated Food Safety System (IFSS)
  • Projects that support sustainable Retail Food Safety Networks will be considered along with other SLTT ideas
  • Requires a detailed budget, Traditional Funding up to $20,000

For a Track 2 Development Base Grant, what does the $5,000 Fixed Award for the Required Base Outcome cover?

Track 2 grantees are required to work on at least one of Standards 1-8 for a Fixed Award of $5,000. The $5,000 Fixed Funding remains the same regardless of the number of Standards you plan to work on.

An additional Fixed Award of either $5,000 or $10,000 is offered for the Track 2 Optional Outcome of working to meet or maintain Standard 9, depending on the Risk Factor Study approach used. See the Grant Guidance for additional details.

For Track 3, can we choose to be a Mentor as an add-on during a future grant period instead of applying for it now?

Yes. If awarded a Track 3 grant, we expect to offer standalone Mentee Optional Add-On Grants for CY 2026 and again for CY 2027.

Looking at the Training funds budget spreadsheet in the portal -- are we budgeting total training costs for multiple people and/or meetings in one budget spreadsheet?

As a simplification for CY 2025, applicants requesting a Training Optional Add-On will only need to add a single Budget Worksheet with estimated costs covering all of CY 2025 Training requests.

We have an open CY 2024 Track 1 grant. Do we need to complete reporting for that grant before applying for a CY 2025 Track 2 Grant?

You do not need to complete the reporting for your current grant before applying for a CY 2025 grant. Please note all open grants in any CY 2025 application(s) but work that is in progress on a current NEHA-FDA RFFM Grant will not hinder your eligibility for CY 2025 Grants. Keep in mind that you must complete the Track 1 deliverables (completion of an SA9 and CSIP) in order to remain eligible for the Track 2 grant.

Eligibility

What are the basic requirements to apply for applicants in each of the three eligibility tracks?

Full details on each of the three eligibility tracks can be found in both the CY 2025 NEHA-FDA Grant Program Guidance and by logging into the Grant Portal.

In summary:

• Track 1 requires enrollment in the Retail Program Standards.
• Track 2 requires enrollment in the Retail Program Standards, a current (August 2019 or later) Self-Assessment of all Nine Standards (SA9), and a completed Comprehensive Strategic Improvement Plan (CSIP). Track 2 applicants can also apply for up to two Optional Add-On grants.
• Track 3 requires enrollment in the Retail Program Standards, a current (August 2019 or later) Self-Assessment of all Nine Standards (SA9), a completed Comprehensive Strategic Improvement Plan (CSIP) and applicants need to have successfully met and verified three different Standards within the past 5 years. Track 3 applicants can also apply for up to two Optional Add-On grants.

Although we have a current Self-Assessment of All Nine Standards (SA9) that will not hit the 4-year mark during CY 2025 (dated between August 1, 2019 and December 31, 2023), we have lost key staff members and would like to start over with an updated SA9. Are we eligible to apply for Track 1?

It depends:

• If you have never received a NEHA-FDA RFFM Track 1 Grant (in CY22, CY23, or CY24), you can apply in Track 1 for completion of an updated SA9 and a Comprehensive Strategic Improvement Plan (CSIP). Be sure to explain your situation in the "History of NEHA-FDA RFFM Grants" section of the application.
• If you have received a grant from NEHA in CY22, CY23, or CY24, your option is to use your current SA9 to complete a CSIP and apply through Track 2. Please reach out to the Grant Support Team for assistance. We can share a tool that can help you use the data from your SA9 to get you well on the way towards a complete CSIP.

We are enrolled in the Retail Program Standards. However, the person who started this work left our organization. How can we get back on track? We don't know where they left off with things.

Please reach out to retailgrants@neha.org - we can review your current progress and help get you back on track for CY 2025!

What is the timeframe for the 3 different Standards that must be met and verified to qualify for a 2025 Track 3 Maintenance and Advancement grant?

The 3 Standards need to have been met, with Verification Audits completed and passed and required forms sent to FDA, within the past 5 years and by the end of the current Calendar Year (between August 1, 2019, and December 31, 2024). Note that this is an important clarification, following several questions posed during the October 1 Webinar.

Keep in mind that the updated 2025 Track 2 and Track 3 grants provide the same options and similar levels of funding, apart from the Capacity Building Add-On that is only available in Track 3 (and which is expected to be extremely competitive). If there is a chance you will not be able to meet the 鈥�3-Standards-verified鈥� requirement by the end of 2024, consider applying instead for a Track 2 grant. If a Track 3 application is submitted, and the applicant does not meet the 鈥�3-Standards-verified鈥� requirement by December 31, 2024, no RFFM funding will be provided for CY 2025.

Our jurisdiction verified Standard 4 in 2018 and will have it verified for a second time in December of 2024. Can this count as one of our met Standards even though we met it in the past.

Yes. The 鈥�3 different Standards Met鈥� requirement simply requires three Standards to be current, with the Audit passed between August 1, 2019 and

I work on the state level. If we complete retail food inspections at the local, rather than state level, am I still eligible to apply for the grants?

None of the changes made to the grant program for CY 2025-2027 were intended to impact eligibility for the NEHA-FDA RFFM Grant Program, nor for any specific grant type. Applicants eligible in the past are still eligible for the current cycle. If, due to your specific situation, you are concerned about being able to achieve the 鈥淪tandards Met鈥� requirements for a Track 3 Grant or for the Capacity Building Optional Add-On, please reach out to retailgrants@neha.org for assistance.

Additionally, please see the answer below to the question regarding requirements for the Track 3 application and the Capacity Building Optional Add-On, which may apply to your situation.

For the requirements to meet additional Standards in a Track 3 application, and especially with the Capacity Building Optional Add-On, what if the only possible Standards left that can be met require longer than the 3-year award period to meet? This could include some of the more challenging Standards, but also Standards (such as Standard 9) that require multiple years of data to show conformance.

For Track 3, all 鈥淪tandards Met鈥� requirements will be considered against the Standards that a jurisdiction must meet and maintain, and we will also consider any legal or other barriers that a jurisdiction faces in meeting specific Standards. For applicants with challenges or barriers in meeting any of the stated minimum 鈥淪tandards Met鈥� requirements, be sure to fully explain in your application.

It is expected that the Capacity Building Optional Add-On will be highly competitive, with only the strongest applications funded. Jurisdictions applying for this funding should demonstrate that they are making their best efforts to conform with all 9 Standards. As a jurisdiction moves into the maintenance phase of the program (maintaining 6-9 Standards), we do expect to see work toward growing the RPS program beyond a single jurisdiction through Network support or other means. Be sure to use the application fields provided to describe all the Retail Program Standards outcomes and impacts you expect from your project, for your jurisdiction and beyond.

We have already met and are maintaining Standards 2-8. Because of specifics in our state food law, it is unlikely that we will be able to meeting Standard 1 within the 3-year award period of a Track 3 grant. Can we still apply for Track 3?

Yes. As per the answer to the previous question, be sure to fully explain the specifics of your situation in your grant application.

We completed a Standard 7 Self-Assessment on 8/20/2019. August of 2019 appears to be the cutoff for a new Self-Assessment being due. Should we proceed and do a new Self-Assessment or proceed with Track 2?

Please reach out to retailgrants@neha.org and we will be happy to review all your progress in the Standards to help you clarify which track best suits your current situation. The Track 2 eligibility requirement is a Self-Assessment of All 9 Standards that was completed August 1, 2019, or later. There is no eligibility requirement for completing a Self-Assessment of any individual Standard in Track 2.

Account Registration

We received an award for CY 2022 and/or CY 2023 and/or CY 2024. Will we need a new login to access the NEHA-FDA RFFM Grant Portal for CY 2025?

No. The same NEHA-FDA RFFM Grant Portal that was used to apply for grants in CY 2022 - 2024, and that is currently used to manage those grants, will be used again for CY 2025 applications. Simply log into the Grant Portal using a current username and password - which can be recovered/reset from the grant program website.

For jurisdictions that are enrolled in the Retail Program Standards, but entirely new to the NEHA-FDA RFFM Grant Program (the jurisdiction did not register or apply for grants in Years 1-3 of the program) the initial step to apply for grants is to register for a grant program account. Registration is now open for CY 2025 grant applications.

Both existing grantees and new applicants can access the Grant Portal by clicking on the "Access the Grant Portal" button from the NEHA Retail Grants homepage.

My agency has applied for and been awarded this grant in the past, however, the person who registered and applied previously no longer works for my agency. Will I be considered a new user, or must we use her account into the Grant Portal?

Please reach out to retailgrants@neha.org. We will work with you to get you registered as a new user in the Grant Portal and update your jurisdiction's profile.

I am going to take over as the lead (POC) for our RFFM grants. Do I need to request a new account, or can I be added to the current grant portal account? How can I view previous grant applications?

If you need to update a grant Point of Contact (POC) or a grant Authorizing Official (AO), please email retailgrants@neha.org. We can set up an account that gives you access to all current grants for your organization and apply for new grants. Everyone in your jurisdiction will access the same Grant Portal, and can view records for all of the jurisdiction鈥檚 applications, grants, reports, and payments.

Selecting the Right Track

What grants should we apply for if we have never completed a Self-Assessment of all Nine Standards (SA9)?

Newly enrolled jurisdictions, or jurisdictions who have been enrolled in the Retail Program Standards but have never completed an SA9, should consider applying for a Track 1 Development Base Grant, offering up to $5,000 for completion of an SA9 and a Comprehensive Strategic Improvement Plan (CSIP), as the entry point into the Retail Program Standards.

Two additional options are also available through the Track 1 Development Base Grant - request to be a Mentee (providing an additional Fixed Award of $10,000) and/or funding for staff to attend Self-Assessment and Verification Audit Workshops, FDA Retail Food Protection Seminars, and/or the Conference for Food Protection (up to an additional $7,500).

What can we do if our Self-Assessment of All Nine Standards (SA9) is not current (August 2019 or later), but we would like to apply for a higher impact Track 2 Development Base Grant?

As a current SA9 is required to apply for a Track 2 Development Base Grant, the only option for eligibility will be to complete an updated SA9 by December 31, 2024, and submit it to FDA.

If this is not an option for a jurisdiction, applying for a Track 1 Development Base Grant to work on both an updated SA9 and a Comprehensive Strategic Improvement Plan (CSIP) is likely the best option (with a Fixed Award of $5,000), which also allows the options to apply to be a Mentee (providing an additional Fixed Award of $10,000) and/or funding for staff to attend Self-Assessment and Verification Audit Workshops, FDA Retail Food Protection Seminars, and/or the Conference for Food Protection (up to an additional $7,500).

What can we do if we have not yet completed a Comprehensive Strategic Improvement Plan (CSIP), but would like to apply for a higher impact Track 2 Development Base Grant?

As long as a CSIP is completed by the application deadline (November 20, 2024) and submitted with the application, a jurisdiction with a current Self-Assessment of All Nine Standards (August 1, 2019, or later) will be eligible to apply for a Track 2 Development Base Grant. Instructions for completing a CSIP can be found on the NEHA Retail Grants webpage under Grantee Resources (found on the left menu).

If this is not an option for a jurisdiction, applying for a Track 1 Development Base Grant to work on both an updated SA9 and a Comprehensive Strategic Improvement Plan (CSIP) is likely the best option (with a Fixed Award of $5,000), which also allows the options to apply to be a Mentee (providing an additional Fixed Award of $10,000) and/or funding for staff to attend Self-Assessment and Verification Audit Workshops, FDA Retail Food Protection Seminars, and/or the Conference for Food Protection (up to an additional $7,500).

Can we apply for both 3-year and 1-year grants just in case we are not awarded a 3-year grant?

Jurisdictions may only apply for one base grant per year, and you will have to choose either a one-year Track 1 or Track 2 Development Base grant or a three-year Track 3 Maintenance and Advancement Base grant (assuming you meet the minimum requirements). Note that although we do expect that the Capacity Building Optional Add-On in Track 3 to be highly competitive, both the Track 2 and Track 3 Base grants are expected to be equally competitive, so choose the one that will best serve your needs.

If this is our first time applying for these grants, do we need to start with Track 1, or if we meet additional qualifications, can we apply for any Track?

You do not have to start with Track 1 if you are already eligible for Track 2 or Track 3. If you have a current Self-Assessment of All 9 Standards (August 1, 2019, or later) and a Comprehensive Strategic Improvement Plan you are eligible for Track 2. If you have also met and audited at least 3 Standards (as of August 2019 or later) you may qualify for Track 3.

If we apply for a Track 2 grant this year, are we to assume that new Track 3 grants will not be available next year?

Correct. The current plans are that Track 3 applications will only be accepted with a 2025 start date. They may be available again, but likely not until 2028.

For a new/prospective grantee that is in the beginning stages of standardization, would you recommend pursuing a 1-year or 3-year grant?

New jurisdictions or jurisdictions that have not made progress in the Standards in recent years will find Track 1 the most beneficial. Here you can update your SA9 and complete your CSIP. Optional add-ons, if awarded, allow you to attend trainings or request assistance from a Mentor.

In Tracks 2 and 3, when we select 鈥淢aintain鈥� for one or more Standards, is an audit required for these Standards, even if it's not our self-assessment year during the 1-year or 3-year grant performance period?

No. The RFFM grant program does not require any additional audits beyond the routine requirements of the Retail Program Standards. In both Tracks 2 and 3, the grant application asks you to enter information on the Standards you will be working to maintain, simply as a way to understand your plans and progress toward meeting and maintaining all nine Standards.

We applied for a Track (1, 2,3) grant in the past and were not approved for an award. Is there a way to find out what we need to work on to have a better chance of getting an award in this grant cycle?

Yes, we can look into that for you. Please reach out to retailgrants@neha.org with this question!

If we are under MOU with the state we are located in, and they have completed some specific Standards, does this mean that we meet these specific Standards as well?

There are good clarifications on State-local relationships in . Also, please reach out to us at retailgrants@neha.org for an answer that addresses your specific situation.

Is it possible for the base portion of a Track 1, Track 2, or Track 3 application to be funded, but not the optional add-ons?

Following are specific answers for a few specific scenarios:

• Yes, if total requests from the number of quality applications received exceeds the total funding available for awards, it is possible to be funded for just the base grant portion of your grant application, even if you apply for optional add-on funding for Mentorship (Mentee), Training, or Capacity Building (for Track 3). However, it is not possible to receive add-an funding if your base grant application is declined.
• If you are a Track 2 or Track 3 applicant and do not receive base grant funding, you cannot receive funds to for a Mentorship / Mentor or a Special Project Optionial Add-On Grant. Approved base funding is required for any optional funds.
• If you are a Track 3 applicant and are funded for your base grant, but not funded for your Capacity Building Optional Add-On, you will be given an opportunity to revise your Track 3 project plan to remove project objectives that were dependent on the Capacity Building add-on funding.

Allowable and Non-Allowable Costs

Are inspection database systems an allowable expense?

Yes, database systems are an allowable use of federal funds. The base grant funding is Fixed Funding, which allows you to utilize the funds in whichever way best assists your jurisdiction in meeting the project goals. For additional details, see the Allowable and Non-Allowable Costs section of the CY 2025 RFFM Grant Guidance.

Are program materials with our agency information an allowable cost? For example, thermometers with our logo, etc.

Promotional items and costs are generally prohibited unless they provide a direct food safety benefit. Examples of prohibited items: gift bags, logo items (pens, note pads, shirts, hats), gift cards, etc. Thermometers with a logo are an allowable cost. For additional details, see the Allowable and Non-Allowable Costs sections on pages 39-40 of the CY 2025 RFFM Grant Guidance.

If I am the Retail Program Standards coordinator for my agency, can we request Track 3 / Capacity Building funds for my position, and then hire a new Inspector to help us meet Standard 8?

Funding to support a Retail Program Standards coordinator is an allowable cost. Using RFFM funding to support personnel to complete food safety inspections is a non-allowable cost. It is not the intent of this program for RFFM funding to be used to increase the number of FTE inspectors in funded jurisdictions.

RFFM Mentorship Program FAQs

Would a jurisdiction be able to apply as a Mentor for a Standard and as a Mentee for another Standard during the same funding period?

No. Although a jurisdiction could qualify for both in a single year, they will have to choose to be either a Mentor or a Mentee for each 1-year award. Qualified jurisdictions will have the opportunity to make this choice each year during the 3-year duration of the NEHA-FDA RFFM Grant Program Cooperative Agreement.

If an applicant applies to be a Mentee, can they choose a Mentor? And if applying to be a Mentor, can they specify their Mentee(s)?

Track 1, Track 2, and Track 3 applicants have the option to request a specific Mentor as part of their Mentee Optional Add-On in their base grant application. Track 2 and Track 3 applicants may request specific Mentees as part of their Mentorship/Mentor Optional Add-On Grant. Applicants will be asked to justify why the proposed choice is ideal. Final assignments, however, will depend on the numbers and qualifications of both Mentor and Mentee applications and will be made by the NEHA-FDA RFFM Grant Program project leadership (including members from FDA, NACCHO, and NEHA).

Are we able to apply to be a Mentee again if we were one in 2024?

There is no limit on the number of grant periods you are able to be a Mentor or Mentee. Please apply for whichever add-on best suits your jurisdiction's needs.

Our program is new to the Voluntary National Retail Food Regulatory Program Standards (Retail Program Standards) and applying for a Track 1 Development Base Grant. Is the Optional Outcome 1 - Mentorship / Mentee recommended?

Absolutely! As an important part of the Track 1 Development Base Grant application, Optional Outcome 1 - Mentorship/Mentee is designed to provide additional and customized support (along with additional funding) to jurisdictions new to the Retail Program Standards. Mentee awardees will be paired with a skilled Mentor who will offer assistance throughout the grant performance period, with the goal of enabling progress in the Retail Program Standards.

As part of the Mentorship grant, we understand a work plan will be required, but we won't know many of the relevant details until we receive our Mentor/Mentee pairing with a grant award. If funded, will we be able to revise our work plan?

Yes. We understand it can be difficult for a Mentor to develop an appropriate work plan to support Mentee(s) with which they have not yet been paired. Similarly, it can be difficult for a Mentee to develop an achievable work plan, especially if they are new to the Retail Program Standards.

Both Mentor and Mentee applicants should simply complete the "planning" sections of the grant application to the best of their ability, including the Project Information, Project Implementation Plan, and Budget sections. Once pairings are assigned and grant awards are made, both Mentors and Mentees will have a chance to work together and use the "planning" information from their grant application to develop a work plan, which will then be attached to the awarded Mentorship grant. The work plan, which will likely revise information submitted in the application, will become the guiding document for each jurisdiction's one-year Mentorship project.

What are some of the features and benefits of the Mentorship Program?

Mentorship participants will benefit from building collaborative relationships with similar programs with the focus of achieving conformance with the Retail Program Standards. Both Mentees and Mentors will participate in sharing sessions, site visits, webinars, and an end-of-year meeting.

Additionally, it is common for Mentorship participants to have Retail Program Standards met and verified within the period of performance. Mentorship Program participants will also benefit from outcomes that will likely include:

• increased staff familiarity with the Retail Program Standards
• increased retail food regulatory program capacity for implementing continuous quality assurance and quality improvement for retail food regulatory programs; and
• improved inspection and oversight of retail and food service establishments under the jurisdiction of the retail food regulatory program.

What if the Mentorship award amount provides more funding than my program needs?

Awarded Mentee applicants will receive a Fixed Award of $10,000, while awarded Mentors will receive a Fixed Award between $12,000 (for one Mentee) and $24,000 (for 5 Mentees). See the 2025 Grant Guidance for details. Although you should apply for the full funding in your application, jurisdictions always have the option to request a lesser amount of funding at the time or reimbursement.

Both Mentors and Mentees will be able to use the funding provided to meet the unique needs of their jurisdictions to allow full participation in the Mentorship Program.

The funding amounts for both Mentees and Mentors are provided as incentives to complete all deliverables required by the Mentorship Program and outlined in the grant application. Payments will be based on completion of specified deliverables, and documentation will not be required for payment.

What are the specific deliverables that must be met by Mentors and Mentees to receive full payment?

Mentee Optional Add-On Deliverables

• Achievement of the Retail Program Standards goals from your application: Fixed Funding of $4,000
• Completion of at least one site visit with your Mentor (either in your jurisdiction or theirs): Fixed Funding of $3,000
• Attendance by one or two staff members at the required year-end Mentorship Conference: Fixed Funding of $3,000

Mentor Optional Add-On Grant Deliverables

• 1 Mentee: $6,000 base for Mentee support + $3,000 for successful completion of the program by Mentee + $3,000 for attendance at the year-end meeting = Fixed Funding of $12,000
• 2 Mentees: $6,000 base for Mentee support + $6,000 for successful completion of the program by Mentees + $3,000 for attendance at the year-end meeting = Fixed Funding of $15,000
• 3 Mentees: $6,000 base for Mentee support + $9,000 for successful completion of the program by Mentees + $3,000 for attendance at the year-end meeting = Fixed Funding of $18,000
• 4 Mentees: $6,000 base for Mentee support + $12,000 for successful completion of the program by Mentees + $3,000 for attendance at the year-end meeting = Fixed Funding of $21,000
• 5 Mentees: $6,000 base for Mentee support + $15,000 for successful completion of the program by Mentees + $3,000 for attendance at the year-end meeting = Fixed Funding of $24,000

For complete details on specific deliverables for both Mentors and Mentees, and the funding allocated for each deliverable, please review the Grant Guidance.

What specific costs should be included in my Mentor or Mentee request?

As per the change to Fixed Funding for all Mentorship funding, no budgets are required, and payments will be based on meeting specified deliverables.

For complete details on CY 2025 program changes, please review the 2025 RFFM Grant Guidance.

What is the Mentorship end-of-year meeting, and do I need to include the expenses for this in my grant budget?

NACCHO will be conducting an end-of-year meeting with all Mentors and Mentees. This meeting will provide a valuable opportunity for participants to share progress in the Standards they have achieved, and lessons learned throughout the Mentorship program.

Both Mentors and Mentees can use their Fixed Funding to send up to two participants to the NACCHO Mentorship end-of-year meeting. Again, no budgets are required in the application for any Mentorship funding, and there is no set amount of the fixed funding that must be expended on travel to this meeting. Although $3,000 will be paid as a fixed amount for meeting the "end-of-year meeting attendance" deliverable, jurisdictions are free to spend more or less than this amount, as dictated by need.

Can Mentorship site visits be virtual? Do we know the date/location for the end of year meeting in 2025?

Although in-person site visits are preferred, they can be virtual if needed. The dates and location of the Mentorship EOY meeting for CY 2025 have not yet been announced. However, the CY 2024 meeting was held in late October 2024, so you can assume that the CY 2025 meeting will be similarly timed.

Risk Factor Studies

Where can we find guidance about the different Risk Factor Study approaches (File Study, Data Collection, and Hybrid Approaches)?

Additional information on the different approaches to a Risk Factor Study is available in the 2025 RFFM Grant Guidance. You can also find information about meeting and maintaining Standard 9 from the Grantee Resources page on the NEHA website. Additionally, pages 4 and 5 of the covers the difference between the approaches.

As a follow-up, if we are using the Data Collection Approach for our Risk Factor Study, we would request $10,000 for our CY 2025 work under Track 2, or $30,000 ($10,000/year) under Track 3?

That is correct.

Another follow-up. If we made our own data collection tool and conducted inspections in 2024, would we be able to request $10,000 for 2025 to assess data etc.?

Funding is determined by the Risk Factor Study Approach you are using, for each year of the multi-year cycle. As long as you are adhering to the requirements of the Data Collection or Hybrid Approaches, as explained in the FDA Retail Food Risk Factor Study Guidance, you may request $10,000 per year for the required work.

If we are working towards meeting or maintaining Standard 9, what funding is available?

In both Track 2 and Track 3, you may request $5,000 per year if you are using the File Study Approach for your Risk Factor Study, or $10,000 if using either the Data Collection or the Hybrid Approach. Funding is determined by the Risk Factor Study approach used but can cover the costs for completion of any required activities in each year of the multi-year cycle.

For Track 3 the Standard 9 outcomes appear to be primarily for a Risk Factor Study. Can we apply for funding to implement aspects outside of RFS, like intervention strategies or inspection software features to track risk factors?

Standard 9 funding is intended to cover all elements of Standard 9 achievement and maintenance. Funding for this outcome comes as a Fixed Award of either $5,000 or $10,000 per year and can be used to meet any needs determined by the awarded jurisdiction.

We recently completed our baseline study for Standard 9 and are now implementing our intervention strategies. Our next study is scheduled for November 2027. Since Standard 9 is also required for Track 3, what additional steps can we take to meet this requirement?

The requirement for a Track 3 application is that the applicant plans to either work towards meeting OR maintaining Standard 9. Since you are in the process of working to meet Standard 9, you meet the Standard 9 eligibility requirement for a Track 3 application.

Could we request funding to digitize our form and integrate it into our existing database? Or is focusing on maintaining and/or developing further intervention strategies allowable?

Funding for Standard 9 comes as a fixed award of either $5,000 or $10,000 per year, for working to meet or maintain compliance with Standard 9. You can use that funding as needed to meet your specific program needs.

What does maintaining Standard 9 look like?

The work required to meet Standard 9 is completed over multiple years (often a 5-year cycle). Maintenance of Standard 9 simply means working to continuously maintain compliance with Standard 9. Possible annual activities include:

• Update your current, ongoing Risk Factor Study based on new data, prepare materials, train staff
• Collect risk factor data for ongoing Risk Factor Study
• Analyze risk factor data, Complete data analysis report, and determine new interventions needed
• Implement new interventions based on results of data analysis
• Confirm that you still Meet and re-Audit Standard 9

Capacity Building Add-On

In Track 3, is work towards Standard 9 optional? Is meeting Standard 9 required to apply for Capacity Building?

Work to either meet or maintain Standard 9 is required for all Track 3 grantees. It is not required that you meet Standard 9, but you will have to make measurable progress toward meeting or maintaining the Standard in each year of the three-year grant period. You are not required to have already met Standard 9 to apply for the Capacity Building Optional Add-On in Track 3.

If we can鈥檛 get a position specifically for a Retail Program Standards coordinator, can the FTE be used among existing staff, where staff can share duties related to Retail Program Standards coordination?

In Track 3, Capacity Building Optional Add-On funding (and any Fixed Award funding requested), can be used to support multiple positions (not to exceed 1.0 FTE). See the 2025 RFFM Grant Guidance for additional details.

Can you explain what a Network Coordinator is (for the Capacity Building Optional Add-On in a Track 3 grant)?

A Retail Food Safety Network Coordinator is a person tasked to work with multiple SLTT jurisdictions to reduce the incidence of foodborne illness. For the purposes of this funding program, the Network Coordinator would work with at least 4 additional SLTT jurisdictions to assist them in conforming with the Retail Program Standards. Successful Network models have been implemented in several states. Please reach out to the NEHA Advisory Team or your FDA RFS for additional information.

We currently have a Retail Program Standards (RPS) Coordinator and are thinking of requesting Capacity Building funds to upgrade that position to an RPS/Network Coordinator. Do we need to find the jurisdictions who would be part of a Network we would support?

A strong application will include plans for assisting other SLTTs in conformance with the Retail Program Standards, and will include plans to identify, recruit, and assist jurisdictions who would be part of your supported Network. Your plans could also include the names of jurisdictions who have either expressed interest in the Network or have committed to join. If your plan is to recruit SLTT agencies that are not currently enrolled in the Retail Program Standards, plans for helping them enroll should be included in your application.

Can a jurisdiction applying for a Network Coordinator also have the coordinator take part in Mentoring?

For Mentor applicants who are also applying for a Capacity Building Optional Add-On in their Track 3 base grant: For applicants who are awarded Capacity Building funds, Mentor applications will be considered alongside the approved Capacity Building outcomes. Funding for the Mentor application will only be considered if the Capacity Building outcomes are different and distinct from the Mentor outcomes (focused on different jurisdictions, distinct outcomes, etc.).

A sustainability plan is required for the Capacity Building add-on. What are the expectations for this sustainability plan? Will there be any guidance offered?

NEHA will provide a template, guidance, and assistance with this requirement, shortly after awards are made. Sustainability plans will be due sometime during CY 2026 or CY 2027 (timing to be determined with input from Capacity Building awardees).