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Farmers and producers

7 steps to selling local food to child care providers

Seven steps can help farmers and producers:

  • Understand where to begin
  • Learn about regulations and requirements
  • Understand how to support Farm to Early Childhood Education (ECE)
  • Establish contacts for more information

Step 1: Understand your role(s) as a producer

As a producer, selling products to local child care providers might be the most effective way for you to nourish children, support your community, and thrive as a business. You can support Farm to Child in many additional ways, and you should start with what feels within your reach.
 

Producing and harvesting healthy and culturally responsive foods is critical to ensuring that as many children as possible enjoy the benefits of local food. Fresh fruits and vegetables are a nutritious part of a child’s diet, and offering food options that reflect the diverse cultures of Colorado will help make Farm to Child efforts more equitable. The Food Bank of the Rockies created a list of food preference suggestions to understand better what it means to offer culturally responsive foods.

National Farm to School Network

The National Farm to School Network, a leading non-profit in the Farm to Child space, is built around three core elements.

  • Local food purchasing 
  • Gardens 
  • Agricultural education

Producers focus on local food purchasing, but can also help advance gardens and agricultural education by:

  • Partnering with local organizations & child care settings to support their needs
  • Advocating for policies that enable and fund Farm to Child efforts
  • Hosting farm field trips to demonstrate agricultural practices
    to children, families, and child care providers
  • Learning about Farm to Child regulations, best practices, and opportunities
  • Donating excess produce to child care providers
     

Step 2: Join the Farm to Child community

There are many different types of care providers, non-profit organizations, private businesses, and public agencies already involved in the broader Farm to Child community, and they have plenty of resources and advice to offer others interested in joining. 

Many state agencies help coordinate Farm to ECE resources and improve related state programs alongside their federal partners. 

Once you’ve completed Step 1 and understand more about what it means to participate in Farm to ECE, there are many resources and connections to take advantage of.

Register as a local producer
  • Register as a local producer through the CDE’s Farm to Child Producer Survey to connect with potential buyers, access unique resources from the state, and share your contact information for school districts searching for local food. Visit the Colorado Department of Education website to learn more about how farm-to-school programs connect schools with local producers to provide students with fresh, healthy food in school and summer meals
Become a National Farm to School Network member
Provide feedback
  • Provide feedback on the development of a centralized, online Local Food Purchasing Platform for Colorado and, once the platform is up and running, utilize it to sell your products. Participate in data gathering and assessment efforts, such as by participating in surveys and attending Farm to Child events, to allow organizations and agencies to track the growth of Farm to ECE networks.
Keep a contact list
  •  Start keeping a contact list of state departmental staff involved with Farm to Child efforts and other members of the community you meet along the way. You never know when you’ll have an exciting idea to share or when you’ll need help solving a tough problem.

 

Step 3: Learn how ECE sites & schools purchase local food

Selling your products to child care providers may be different from your usual way of doing business. This is some basic information about the ways these sites and facilities purchase food. Steps 4, 5, and 6 will give you additional ideas about how to utilize this information and whom you can contact to make those ideas happen.

You can market and sell your products to child care providers in a variety of ways.

Farmers Markets
  • Farmers’ markets feature locally based producers and merchants.
Grocery stores
  • Many grocery stores and supermarkets offer locally sourced produce, eggs, meat, and dairy products.
Community-supported agriculture
  • Community-supported agriculture (CSA) programs provide a share of a producer’s harvest for pick-up or delivery.
Producers
  • A contract or agreement negotiated specifically for that child care provider to buy directly from the producer.
K-12 schools and school districts
  • A contract or agreement negotiated specifically for K-12 schools or a school district to buy directly from the producer.
Distributors
  • A food hub or a food distributor that aggregates and distributes food from a combination of smaller producers to satisfy larger orders.

Young children can’t always eat the same types of food as older children in school settings or as adults. Certain foods present choking hazards or might require more dexterity than toddlers can handle. Early Childhood Education (ECE) providers may be more likely to request produce that can be easily and quickly prepared for young eaters, such as apples, berries, and cucumbers. Rooted, a Wisconsin-based nonprofit, compiled information for farmers and food producers interested in selling their products to child care programs. 

Grant Resources

Grants are a crucial part of funding the Farm to Child program in Colorado. Writing a grant application takes time, skill, and knowledge of individual grant requirements. Our resources will help you increase access to funding opportunities, improve grant writing skills, and learn how to apply data to showcase the need for your program.

Open Source Funding and Resource List

There are many ways to fund food systems projects that support Farm to Child creatively. The Funding and Resource List is a living document where anyone can add new grant information throughout the year.

USDA Patrick Leahy Farm to School Grant Program

USDA awards competitive Farm to School grants that support planning, developing, and implementing farm to school programs. USDA's Farm to School grants are an important way to help state, regional, and local organizations as they initiate, expand, and institutionalize farm to school efforts.

Using Data in Grant Writing Resource

Using data n Colorado-specific data helps to illustrate the need, sustainability, and examples of past success when applying for grants. The Using Data in Grant Writing resource connects the 2023 data to other data resources that help to highlight the need and impact of Farm to Child in your community. It is divided into three sections:

  • Key data takeaways from the 2023 Colorado Farm to Child Statewide Survey
  • Examples of how to use the data as an Early Care and Education Site for grant writing purposes
  • Additional resources for grant writing

You can use the Using Data in Grant Writing Resource guidelines to include the 2023 data in grant applications, based on the type of site you operate and whether you participate in the Colorado Food Program.

Colorado Food Program

Many child care providers participate in the USDA’s Child and Adult Care Food Program (CACFP), which offers direct reimbursements for food and meal purchases that meet certain nutrition and documentation requirements. In Colorado, this program is called the Colorado Food Program (CFP).It is administered by CDPHE, but child care providers often receive help from specialized non-profit organizations to navigate this reimbursement process.

Receipts

As a producer, you need to be aware of the information that must be listed on the receipts you provide to your buyers. To meet the Colorado Food Program requirements and be submitted by child care providers as documentation for reimbursement, all receipts must list:

  1. Purchase date
  2. Vendor name
  3. Description of each item
  4. Price of each item
  5. Total purchase amount (and tax)
  6. Payment method

Even if you have experience selling to K-12 schools, you should anticipate different needs and limitations when selling directly to ECE sites. Noteworthy differences include:

Purchasing volume
  • ECE programs tend to have smaller class sizes and more variable schedules, so they will likely purchase smaller quantities of food than schools.
Purchasing logistics
  • ECE programs, especially Family, Friend, and Neighbor Care sites (FFNs) operating out of private homes, will likely have less storage space and prepping equipment than schools to accommodate bulk purchases.
Schedule
  • ECE programs tend to continue through the summer months when K-12 schools are not in session.
Programming and activities
  • ECE curricula often prioritize experiential learning and hands-on activities, such as gardening and cooking, which may mean that child care providers are more likely than school administrators to ask about child-friendly recipe ideas or tips for starting a small garden with the children.
Meal funding
  • ECE and K-12 programs are eligible to receive reimbursements for meal purchases through federal or state nutrition programs. Child care providers may use different funding programs than schools, which means when ordering or purchasing produce, ECEs will likely need to meet slightly different nutrition and documentation requirements than schools.
Formal bidding

Step 4: Know regulations and adopt best practices

Child care providers, and the schools or organizations they may be partnering with, will often only purchase food from producers that meet certain requirements. Even if your buyer does not explicitly require the criteria, they are still considered best practices and are encouraged within the agricultural industry. Adopting as many of these best practices as possible will also help prepare you to eventually sell Farm to Child, beyond only ECE settings, if that is something you hope to do. Assess where your business stands on these best practices.

As described in Step 3, the receipts you provide to your buyers will need to include all of the elements required by Colorado Food Program (CACFP). Be sure to include the necessary information on the receipts you provide to your buyers. 

Receipt template

There are many food safety certifications and standards for you to be aware of, but depending on your farm’s circumstances, only some of them are required by law. 

Food Safety Modernization Act (FSMA) Produce Safety Rule

Producers may need to comply with the Food Safety Modernization Act (FSMA) Produce Safety Rule. The FSMA rule outlines standards for the growing, harvesting, packing, and holding of produce for human consumption. 

Use the Colorado Department of Agriculture (CDA) Produce Safety Rule and Registration Exemption Tool to see if you’re exempt from the requirements of the rule.

If you are covered under this rule, you should register online for the CDA’s Colorado Produce Safety Program, which conducts inspections at no cost to you or your farm. Visit the Colorado Produce Safety Collaborative for more helpful information.

Hazard Analysis and Critical Control Point Guidance

Additionally, if you produce meat or poultry, you are likely required to maintain a hazard management plan through the Hazard Analysis and Critical Control Point (HACCP) final rule.

Good Agricultural Practices Audit and the Good Handling Practices Audit Programs

Even if the state or federal governments do not require you to meet certain standards, a potential buyer might have food safety requirements for food purchases. ECE sites and schools want to be sure that produce is handled safely. They may look for certifications from two U.S. Department of Agriculture programs: the Good Agricultural Practices (GAP) Audit Program and the Good Handling Practices (GHP) Audit Program. You may discover that your farm already follows the criteria of these certifications. You can also apply for partial reimbursement of the audit costs through the Colorado Department of Agriculture's Cost-Share Program.

Agricultural Producers’ Toolkit

The Agricultural Producers' Toolkit: Bringing the Farm to School is a resource that helps agricultural producers understand and navigate the farm-to-school market. It provides training, resources, and guidance on how to sell local food products to schools, including information on school procurement methods, marketing to school buyers, and understanding school food programs. 

County Extension Office Directory

Connect with your local Extension Office for more guidance on food safety considerations.

Many buyers require their producers to have a certain level of liability insurance. If such a requirement is a barrier to you, consider selling your products to a food hub. Food hubs often have their own insurance, which will likely be enough to meet the requirements that child care providers and schools have in place.

Step 5: Identify potential buyers & platforms

You don’t have to wait for child care providers and school programs to reach out to you; you can get in touch with them first. You can also sell your food through the other indirect methods described in Step 3, which will still allow your products to reach children in your community.

Connect with Colorado’s Farm to Child Collaborative

Meet other care providers involved in Colorado’s Farm to Child Collaborative.

Register as a Community Supported Agriculture (CSA) provider
Find a local Family Resource Center (FRC) through the Family Resource Center Association to connect you to local ECE providers and provide options for cold storage and food preparation
Find a local Early Childhood Council in your area
Find local farmers' markets
Find local food hubs
Find nearby school districts partnering with child care providers
Attend webinars and trainings, including those through Nourish Colorado’s Local Procurement Colorado (LoProCO) initiative, to learn about Farm to Child opportunities and meet potential buyers
Make connections

Talk to friends, neighbors, and community members to identify trusted community non-profits that might point you in the right direction or partner with child care providers themselves.

Register your business

Register your business with Colorado Proud’s public directory to learn more about how to label, market, and sell your local products. You will also get access to the Colorado Proud logo for your packaging and marketing.

Step 6: Schedule & conduct meetings with buyers

Once you’ve identified sites in need of local food, reach out and schedule a meeting to discuss your products. Small child care sites may not have a dedicated staff person who handles food purchasing, so you’ll have to reach out and ask who the most appropriate point of contact is. 

If contacting a school district, the most appropriate contact may be the Child Nutrition Director, but ask the main administrative office if you’re not sure. You could also schedule a meeting with staff at a local food hub, family resource center, or the other entities mentioned in previous steps.

Prepare in advance for buyer meetings to help ensure your success.

What to bring to the meeting:
  • A completed W-9 form
  • Food safety certifications (if you have any)
  • Proof of insurance (if you have any)
  • Photos of your products
  • Samples of your products (if they’re in season)
  • A short write-up about your farm
  • Wholesale price list
Understand what else you can offer:
  • Tours or field trips to your farm
  • Lessons for the children
  • Recipe ideas
Be prepared to discuss:
  • Delivery logistics
    • time of day
    • frequency
    • location
  • Ordering process
    • contact information
    • lead time
    • order volume
      • minimum requirements
      • maximum available
  • Payment methods and receipts
  • Packaging and processing needs
  • Food preparation needs
  • Communication protocol
    • points of contact
    • preferred methods and times of communication

Step 7: Celebrate your success

Congratulations on nourishing young children and supporting your local economy by selling Farm to ECE!

Share your successes

Tell us about the successes you’ve had by completing the Farm to Child Success Story Survey, and continue to reference this guide and explore the other roles you can play as a producer in Farm to Child efforts.

 

Continue to learn and explore

We encourage you to continue to reference these webpages and explore all the roles you can play in Farm to Child efforts.