Ready-to-use grant support materials

‍Sample Narrative: Statement of Need

(Schools can paste this directly into grant applications)

Our school kitchen faces several operational challenges that impact food quality, safety, and service efficiency. Many of our key pieces of equipment are over 10–20 years old, increasingly unreliable, and no longer meet the demands of modern K-12 meal programs. As participation increases and scratch cooking expands, our existing equipment cannot keep pace with current meal volume and USDA nutrition standards.

Upgrading our kitchen equipment will allow us to:

• Improve food safety and temperature control
• Increase access to healthier, fresher options
• Support scratch cooking and farm-to-school initiatives
• Reduce long lunch lines and ensure all students have adequate time to eat
• Expand grab-and-go and breakfast service
• Increase program efficiency and decrease maintenance downtime
• Better serve students with dietary needs

These improvements directly support USDA goals for meal quality, student wellness, and increased participation in school meals.

‍

‍Sample Narrative: Project Description

(Aligns to USDA and State scoring rubrics)

This project will replace aging kitchen equipment with modern, energy-efficient commercial appliances that support scratch cooking, safe temperature control, and faster service. Equipment will be purchased through Aldevra, a Michigan-based, minority-, veteran-owned commercial kitchen supplier with 16 years of federal foodservice experience.

The equipment selected will:

• Improve food quality through consistent cooking and holding
• Reduce food waste
• Ensure proper hot- and cold-holding temperatures
• Expand fresh fruit and vegetable offerings
• Support efficient breakfast and lunch service
• Improve staff workflows and reduce manual labor
• Increase capacity to serve more students

This upgrade will create a safer, more efficient kitchen that aligns with national school nutrition goals.‍

‍

Sample Equipment Justification Language

(Use for ovens, steamers, warmers, refrigerators, dish machines, serving lines, microwaves, merchandisers, etc.)

➤ Combi Oven / Convection Oven Justification

Our current oven is over ____ years old and frequently fails to hold temperature, causing delays and inconsistent food quality. A new oven will improve efficiency, expand our ability to prepare scratch meals, and help maintain compliance with food safety regulations.

➤ Steamer Justification

Our existing steamer has become unreliable and does not cook vegetables or proteins evenly. A new commercial steamer will support fresh vegetable prep, reduce sodium, and align with USDA nutrition guidelines.

➤ Holding Cabinet / Warmer Justification

Outdated warmers compromise holding temperature and lead to food waste. A modern holding cabinet maintains food quality and ensures safe serving temperatures during high-volume meal periods.

➤ Walk-In Refrigerator / Freezer Justification

Our walk-in refrigeration unit has poor recovery times and no longer maintains consistent temperatures. A replacement will prevent spoilage, reduce waste, and ensure safe storage of perishable items.

➤ Grab-and-Go Merchandiser Justification

We are expanding cold entrée and grab-and-go offerings to shorten lunch lines and increase healthy choices. A new merchandiser will support meal participation, especially for students with limited time.

➤ Dish Machine Justification

Our dish machine has exceeded its life expectancy and often causes service delays. A replacement is needed to ensure sanitation, maintain compliance, and keep the lunch line moving efficiently.

➤ Commercial Microwave Justification

Our current microwaves are residential-grade and not designed for K-12 volume. Commercial microwaves reduce prep time, improve consistency, and support efficient meal service.

‍

‍Sample Project Budget Table

(You can adjust numbers based on actual quotes.)

‍

Sample Letter of Support (From Aldevra)

(Schools can attach this to their application)

To Whom It May Concern:

Aldevra is pleased to support [School/District Name] in their application for kitchen equipment funding. Based in Kalamazoo, Michigan, Aldevra is a certified Service-Disabled Veteran-Owned Small Business and Minority-Owned Firm with 16 years of experience providing commercial kitchen equipment to federal agencies, medical centers, schools, and foodservice operations across the country.

We have worked closely with [School/District Name] to assess their current needs and identify equipment that will enhance food safety, operational efficiency, and student meal access. The recommended equipment—listed in the attached quote—will directly support the district’s goals for scratch cooking, improved nutrition, reduced wait times, and safe temperature control.

Aldevra will provide:

• Exact/equal equipment recommendations
• Competitive pricing
• Delivery and installation for heavy equipment
• Layout and line flow guidance
• Ongoing local support

We strongly support this project and are committed to helping the district improve its foodservice program.

If you have any questions, please feel free to contact us at (269) 350-1337 or sales@aldevra.com.

Sincerely,

Aldevra LLC

Kalamazoo, Michigan‍

‍

Sample Grant Application Language: Equipment Impact Statement

(Use directly in narrative sections)

The new equipment will have an immediate and measurable impact on student meal quality, safety, and access. It will allow our school to:

• Maintain safe temperatures during prep and service
• Serve fruits and vegetables in a more appealing, fresh-prepared format
• Reduce sodium through steaming and scratch cooking
• Improve consistency and quality of entrées
• Increase participation in breakfast and lunch
• Reduce meal line wait times
• Decrease staff workload through more efficient equipment
• Improve kitchen sanitation and workflow
• Reduce food waste caused by inconsistent cooking
• Support special diets with accurate portioning and temperature control

These improvements directly support USDA goals for healthier school meals and increased participation.

High-Scoring USDA Answers (Copy/Paste)

How the equipment improves nutritional quality:

“The equipment will allow us to prepare more vegetables using steaming instead of canned alternatives, improve scratch cooking quality, and maintain consistent temperatures that preserve nutrients and flavor.”

How the equipment improves food safety:

“It ensures consistent hot- and cold-holding temperatures, reduces risk of temperature abuse, and replaces aging equipment with unreliable recovery times.”

How students benefit:

“Students will experience shorter lines, fresher meals, more appealing options, improved consistency, and expanded access to fruits and vegetables.”

How it improves efficiency:

“The new equipment reduces staff labor, prevents downtime, minimizes repairs, and streamlines prep workflows."

‍

‍Sample Attached Documents List (For Schools to Use)

Schools can include this as an index for grant attachment uploads:

• Quote from Aldevra
• Exact/equal specification sheet
• Equipment cut sheets
• Floor plan or photo of current equipment
• Condition assessment (with photos)
• Food safety and temperature logs
• Menu improvement plan
• Letters of support (from Aldevra, superintendent, etc.)‍

‍

Optional Add-On: “Why This Vendor?” Justification (Perfect for RFP/Grant)

“Aldevra is a Michigan-based, minority- and service disabled veteran owned small business with 16 years of experience serving federal and educational foodservice customers. They provide full installation, exact/equal support, utility verification, and equipment selection guidance. Their local presence ensures fast delivery, responsive service, and long-term support for our district.”

‍

‍