rfa no. ihsan-003- cbnp -panjshir parwan kapisa usaid … · 2017. 11. 5. · rfa no....

RFA No. IHSAN-003- CBNP-Panjshir-Parwan-Kapisa USAID Initiative for Hygiene, Sanitation and Nutrition

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USAID Initiative for Hygiene, Sanitation and Nutrition

Issuance Date: November 05, 2017 Application Closing Date/Time [Kabul Time]: November 20, 2017; 4:30 PM Kabul Time Questions Due Date/Time [Kabul Time]: November 09, 2017; 12:00 PM Pre-Application Session November 12, 2017; 2-4 PM

Subject: Request for Applications (RFA) No: RFA-IHSAN-003-CBNP-Panjshir-Parwan-Kapisa

Community Based Nutrition Program Implementation in Pansjshir- Parwan and Kapisa Dear Applicants:

USAID Initiative for Hygiene, Sanitation and Nutrition, is seeking applications from organizations interested in implementing a one-year nutrition project through Community Based Nutrition Program (CBNP) approach of Public Nutrition Department of MOPH, as fully described in this Request for Applications (RFA).

IHSAN want to implement this activity in three provinces namely Panjshir, Parwan and Kapisa where IHSAN wants to extend its program there. One applicant will be selected each province and you can only apply for one province. All interested organizations are required to show their interest by sending email to [email protected] before submission of their application. there will be pre-application workshop on November 12, 2017 from 2:00 PM to 4:00 PM. Location will be circulated through email. Only organization they have expressed their interested through email to the above business email will be allowed to participate.

Issuance of this RFA does not constitute an award commitment on the part of the IHSAN, nor does it commit

IHSAN program to pay for costs incurred in the preparation and submission of an application. In addition, final

award of any resultant agreement cannot be made until funds have been fully appropriated, allocated, and

committed through internal IHSAN procedures and approved by USAID. While it is anticipated that these

procedures will be successfully completed, potential applicants are hereby notified of these requirements and

conditions for award. Applications are submitted at the risk of the applicant; should circumstances prevent award

of grant, all preparation and submission costs are at the applicant's expense.

Sincerely Stig Marker Hansen

Chief of Party/USAID/IHSAN

mailto:[email protected]


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Contents

Section I- Funding Opportunity Description ............................................................................................................................. 3

Section Ii Authorizing Legislation And Award Administration ................................................................................................. 7

1. Program Eligibility Requirements ................................................................................................................................ 7

2. Award Administration .................................................................................................................................................. 7

Section Ii – Award Information................................................................................................................................................. 8

1. Estimate Of Funds Available And Number Of Awards Contemplated ........................................................................ 8

2. Start Date And Period Of Performance ....................................................................................................................... 8

3. Type Of Award ............................................................................................................................................................ 8

Section Iii – Eligibility Information ............................................................................................................................................ 8

1. Applicants .................................................................................................................................................................... 8

I. Eligible: ................................................................................................................................................................... 8

Ii. Ineligible: ................................................................................................................................................................ 8

Iii. Ineligible Activities And Unallowable Costs ............................................................................................................ 9

Iv. Local Partner Definition .......................................................................................................................................... 9

2. Limitation On Sub-Awards .......................................................................................................................................... 9

3. Cost Share ................................................................................................................................................................. 10

Section Iv – Application And Submission Information ............................................................................................................ 10

1. Ihsan Points Of Contact ............................................................................................................................................. 10

2. Required Forms ......................................................................................................................................................... 10

3. Application Format Guidelines And Assumptions ..................................................................................................... 10

4. Full Application Format ............................................................................................................................................. 11

1. Technical Application Format: .............................................................................................................................. 11

2. Cost Or Budget Format: ........................................................................................................................................ 14

5. Submission Deadlines ............................................................................................................................................... 15

6. Funding Restrictions .................................................................................................................................................. 15

7. General Instructions .................................................................................................................................................. 15

8. Branding Strategy And Marking Plan ........................................................................................................................ 15

Section V - Application Review Information .......................................................................................................................... 15

1. Scored Evaluation Criteria ......................................................................................................................................... 15

2. Review And Evaluation Process ................................................................................................................................ 17

Section Vi – Award And Administrative Information .............................................................................................................. 17

1. Notification To Applicants ......................................................................................................................................... 17

2. General Information On Reporting Requirements .................................................................................................... 17

A. Monitoring And Evaluation Plan ........................................................................................................................... 18

B. Monthly Progress Report ...................................................................................................................................... 18

C. Monthly Financial Report ...................................................................................................................................... 18

D. Final Agreement Completion Report .................................................................................................................... 18

3. Disclaimers ................................................................................................................................................................ 19

Attachments ........................................................................................................................................................................... 19

Attachment 1: Full Grant Application Template ................................................................................................................ 19

Attachment 2: Budget Template ........................................................................................................................................ 19

Attachment 3: Timeline, Workplan And M&E Plan Template ............................................................................................ 19


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Attachment 4: Financial Pre-Award Assessment Tool ....................................................................................................... 19

Attachment 5: Mandatory Certifications ........................................................................................................................... 19

Attachment 6: Vetting Information Form .......................................................................................................................... 19

Section I- FUNDING OPPORTUNITY DESCRIPTION

1.0 Project Overview (background information) Although there have been improvements in some indicators of nutritional status of the Afghan population during the past decade, the 2013 National Nutrition Survey indicates that the public health burden of malnutrition is still among the highest in the region. Findings of the 2013 national nutrition survey (NNS) indicate that although there have been some improvements in the nutritional status of the Afghan population over the past decade, substantial proportions of the population continue to suffer from malnutrition. The prevalence of stunting (low height-for-age Z-score <-2) in children <5 years old has apparently decreased by about 20%, from 60.5% in 2004 to 40.9% in 2013. Although the prevalence of acute malnutrition (or wasting) (weight-for-height <-2 Z-score) did not substantially change in 2013 (9.5%) compared to 2004 (8.7%) nationwide. Vitamin and mineral deficiencies are highly prevalent among women of childbearing age and young children in Afghanistan, around 44.9 % of children and 40.4 of women are anemic and the prevalence of vitamin D deficiency was 95% and 81% among women and children respectively. However, the iodine status of the population appears to be substantially improved, and the prevalence of iodine deficiency among women of childbearing age and children 7 – 11 years old (urinary iodine (UI) <100 µg/L) has declined from about 75% and 72% respectively in 2004 to about 41% and 30%, respectively in 2013. Half of children less than 5 years old in Afghanistan are still vitamin A deficient. The nutrition specific interventions mostly leading by Ministry of Public Health through Basic Package of Health Services which are mostly delivering by health facilities, while most of vulnerable population are living in the communities. Since there was no specific package to facilitate the community based nutrition interventions, recently the Ministry of Public Health with support of partners, developed the Community Based Nutrition Package which clarify the nutrition intervention to be undertaken at the community level and will further contribute to decrease malnutrition are in the country.

Afghanistan’s Ministry of Public Health (MoPH) has made commitments to scale-up community based programs including community based nutrition package to improve the nutritional status of the people of Afghanistan with main focuses to children and women.

2.0 Targeted Districts/ Villages: Via the innovation fund, IHSAN PROJECT support the scale-up and implementation of CBNP package in all districts of 3 provinces(Parwan, Kapisa and Panjshir) with a view to support the capacity building and implementing of CBNP package in mentioned provinces within 12 month of implementation. Under the project, the BPHS implementing NGOs will be enabled to implement and fully integrate the Community Based Nutrition Package in the current BPHS service delivery points. The provinces were selected and proposed by Public Nutrition Directorate of MoPH to be support through IHSAN Innovation fund, and further, the districts will be selected by the BPHS implementing NGOs in targeted provinces.


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3.0 Objectives of the project:

• Increase the awareness of people on nutrition programs and interventions

• Increase the practices and knowledge of mother and family members on key nutrition practices and behaviors

• Strengthening the relationship and linkage of facilities and communities and early detection of malnutrition cases in the community

• Strengthening the communities’ role on decreasing the rate of malnutrition

4.0 Project Implementation under CBNP Approach The Government of Afghanistan is committed to end child malnutrition. The Afghanistan Community Based Nutrition Program(CBNP) aims at promoting optimal growth and development of children through community based activities linked to social and behavior change to improve parents’ and care givers’ knowledge and practices on nutrition and caring practices. It also aims at strengthening the capacity and motivation of parents, families and communities to adopt appropriate and healthy practices that will result in improved nutritional status of young children. The CBNP initiative will draw on local community participation as well as available local resources and will be responsive to local needs and sensitivities. The implementation of CBNP are designated in two phases, the phase 1 includes the capacity building part while in phase 2 mostly focusing on implantation part of the program. 4.1 Phase-1: Building the capacity on CBNP This phase consists of 4 steps Step-1: ToT at national level, the training will be led by Public Nutrition Directorate of MoPH, and the ToT is for 4 days it can be conducted in Kabul or regional level, the participants for each province may include the following but not limited to them: Provincial Nutrition Officer(PNO) and Community Based Health Care(CBHC) officer from PPHD, the CBHC, Nutrition officer and Capacity development officers of BPHS NGOs, and two master trainers. Step-2: Training of Nutrition Mobilization Team (NMT): This training is conducting at provincial level, the duration is for 3 days the participants are around 9 people (CHS, 2 health shora, 2 CLTS facilitators, 2 Extension officers (Agriculture/ARCS volunteers/DDMC), 2 CDCs) from the catchment area of each health facility, and the participant from at least 4 health facilities should be included in one session, the training will be facilitated by master trainers attended in CBNP ToT, using the same facilitator’s manual used in the ToT, at least 2 facilitator per session should be consider. Mean Responsibilities of NMT:

• Attending training at provincial level

• Conducting 2 days community mobilization session

• Selecting 2 volunteers among participants

• Helping CHWs/volunteers in preparation of community nutrition plan during 2 days session

• Conducting 2 days training for CHWs/volunteers

• Supporting and mentoring of the CHWs/volunteers

• Monitoring the implementation of the nutrition community plan

• Will work as a bridge between CHWs/volunteers and HF. Step-3: conducting “Community Mobilization Session (CMS)”: The sessions are conducting for 2 days and will be conducted once in the catchment area of each Health Post (HP), the sessions will be facilitated by NMT who are trained at provincial level in step-2 Using the “Field Manual, and the participants are around 40 community members including CHW, FHAG (Family Heath Action Group), HP shora, Religious scholars, Teachers, Community leaders, Shopkeepers, Schools principles, Businessmen, NID staff, Youth, grandmothers.


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The following actions to be done during CMS:

• Village mapping

• Using community growth chart

• Listing of all HH with under 2-year children

• BCC for “Good nutrition is good behavior”

• Demystify nutrition cultural norms and practices

• Focus group discussions on breast feeding

• Food diversity Complementary feeding

• Cooking demonstration

• Hand washing & proper handling of food

• Preparation of the community nutrition plan

• Nomination of 2 community members: (1 female,1 male) Step-4: Refresher training for CHWs/volunteers: A 2 Days (only once) training will be conducted to 4 persons from each HP (2 CHWs and 2volunteers who are selected at the end of the CMS the participants of the 2-day CMS mentioned in step-3, this training will be facilitated by NMT members using “CHWS/Volunteers Training Manual” and at least participants from 5-6 Health Post can be invited to one session. 4.2 Phase-2: Implementation of CBNP This phase consists of 3 steps Step-1: Implementation of CBNP: In this step the real implementation of CBNP starting and mostly it is part of the responsibility of BPHS NGO in the province. The main players are 2 CHWs and 2 Volunteers in each health post, who are trained in step 4 of phase-1, and NMT are responsible to provide needed support and mentorship to them. The NMT will support 2CHWs and 2 Volunteers to perform the following activities by using Field Manual Part2 as reference guide.

• Implementing the plan already developed during 2 days CMS

• Implementation of the plan only in relevant HP catchment area Step-2: Monitoring Monitoring the implementation of community nutrition plan and CHW’s performances will be conducted by NMT members especially CHS regularly at least on monthly bases. Step-3: Conducting review meeting/assessment: To see the progress and ensure proper implementation of planned activities, a review meeting will be held after each 6 months to assess and review the program implementation, the meeting will be held at provincial level jointly by BPHS NGOs, PPHD and other partners, and the following points will be considered:

• Present the achievements and progress

• Discussing challenges

• Propose ways of solution for faced problems

• Discussing and planning ways forward (amendment in the community nutrition plan for the next 6 months)

5.0 Activities supported by the grantee (grantee requirements)

a. Implementing Guidelines:

While the IP is expected to facilitate the implementation of CBNP (both capacity building and implementation) the above mentioned general guideline on implementation and also the following guiding notes for the implementation of CBNP should be considered:

1. In the provinces and districts selected for implementation of CBNP, a contract will be awarded to


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the selected organization who are BPHS NGOs or have experiences on implementation of health

and nutrition programs at the community level.

2. The catchment area of all functioning Health Posts in the district /province are including in the

project target area

3. The team for capacity building and implementation of CBNP are described as in project

implementation section

4. At least 2 master trainer on nutrition per province along with people listed in the first step of

phase one should be considered for capacity building and providing mentorship to CHWs and

Volunteers

5. ToT training will be provided by PND-MoPH

b. Expected Outputs (applicant requirements)

1. For this contract all catchment area of functioning HPs are target for implementation of CBNP in the province

2. All targeted people based on CBNP guideline got trainings and orientation sessions ( around 6 for ToT, 9 people for catchment area of each health facility , 40 people from the catchment area of HP and 4 people from each HP)

3. The IP will provide as part of their proposal a 12-month implementation plan (annexed) that shows how they will meet the minimum program implementation requirements listed in section 4 above. If the IP has a plan that can do better than the minimum requirement, then this should be proposed as well.

4. The IP will be selected based on their plan, similar experience, expected outputs and cost effectiveness. The program might be extendable upon agreement.

1. Monitoring and evaluation (Performed by MoPH)

Success implementation of CBNP will be measured through two sets of deliverables (1) completing the capacity building phase and related steps at target areas and (2) follow up of phase 2 and its steps. Each month the NGO will report on the activities regarding the following:

a. Number nutrition mobilization team got training (one in each province)

b. Number of community mobilization sessions conducted

c. Number of CHWs & Volunteers got 2 days refresher training

d. Number of under 2 children performed growth monitored

e. Number of lactating women received counseling/orientation on nutrition topics

f. Number of pregnant women received counseling /orientation on nutrition topics

g. Number of child baring age women received counseling/orientation on nutrition topics

h. Number of under five children screened at the community

i. Number of food demonstration session conducted

j. Number of monitoring visits conducted from HPs

k. Number of review meetings conducted (each 6 month) and report are circulated

The monthly reporting template will be shared.


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2. Activities supported by MoPH

1. Training of IP staff and post-training support in the field will be provided by technical staff of MoPH and IHSAN staff

2. The soft copy of IEC materials for the project will be provided by the MoPH and reprinting by IPs

3. Estimated cost elements

1. Staff

a. Provincial manager for the project

b. 2 master trainer per province (medical doctor or equivalent with nutrition

background)

c. 1 provincial supervisor

d. Support staff (NGO will charge its finance, HR, Operations and Logistic as

percentage to this activity)

2. Equipment

a. Projector & laptop computer for CBNP trainings

3. Transportation

a. Vehicles for transportation and operation usage one per province

4. Other Direct Cost

a. Stationary

b. CBNP training package, both facilitator and field manual

c. Growth monitoring card

d. CBNP kit for CHWs

Section II AUTHORIZING LEGISLATION AND AWARD ADMINISTRATION

This award is authorized in accordance with the Foreign Assistance Act of 1961, as amended. For non-U.S. organizations, the Standard Provisions for Non-U.S., Nongovernmental Grantees will apply. 2 CFR 200 will also apply to any sub-awards under this award. It is USAID policy not to award profit under assistance instruments.

1. PROGRAM ELIGIBILITY REQUIREMENTS

Any local Afghan non-governmental organization (NGO) and for-profit organization meeting the criteria in

section III.A is eligible to apply under this RFA.

2. AWARD ADMINISTRATION

For non-U.S. organizations, the Standard Provisions for Non-U.S., Nongovernmental Grantees and the applicable cost principles (2 CFR 200 Subpart E – Cost Principles and the Federal Acquisition Regulation (FAR) Part 31 for for-profit organizations) will apply.

• 2 CFR 200 Cost Principles; http://www.ecfr.gov/cgi-bin/text-idx?node=2:1.1.2.2.1.5&rgn=div6

• Standard Provisions for U.S. Nongovernmental Grantees: https://www.usaid.gov/sites/default/files/documents/1868/303maa.pdf

• Standard Provisions for Non-U.S., Nongovernmental Grantees: https://www.usaid.gov/sites/default/files/documents/1868/303mab.pdf

http://www.ecfr.gov/cgi-bin/text-idx?node=2:1.1.2.2.1.5&rgn=div6

https://www.usaid.gov/sites/default/files/documents/1868/303maa.pdf

https://www.usaid.gov/sites/default/files/documents/1868/303mab.pdf


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• FAR Part 31https://www.acquisition.gov/far/html/FARTOCP31.html

SECTION II – AWARD INFORMATION

1. ESTIMATE OF FUNDS AVAILABLE AND NUMBER OF AWARDS CONTEMPLATED

Subject to the availability of funds, a reasonable amount has been made available for awards pursuant to this RFA. However, budget will be negotiated for reasonableness, completeness and allowability. USAID/IHSAN expects to award one grant for a one-year activity. USAID/IHSAN reserves the right to fund any one or none of the applications submitted.

2. START DATE AND PERIOD OF PERFORMANCE

Activities pursuant to this RFA will be for a one-year period. The estimated start date is on or about January 1, 2018.

3. TYPE OF AWARD

USAID/IHSAN plans award a fixed Amount Award or Standard Grant of grant agreements to this RFA, depending on applicant organization financial, technical capacity and past performance records. Following are grants types summary and their report requirements:

Type of Grant Narrative Reporting Financial Reporting

Fixed Amount Award (FAA)

• Milestone Deliverables (as described in the grant agreement including Quarterly Narrative Reports, Final Report and M&E Reports)

• Fixed payments based on milestones and deliverables

Standard Grant • Monthly Narrative Reports • Final report • M&E reports

• Cost Reimbursable based on financial reports

SECTION III – ELIGIBILITY INFORMATION

1. APPLICANTS

Any local (defined below) non-governmental organizations (NGOs) and for-profit companies willing to forego profit will be eligible for award under this RFA as per details below.

i. Eligible: following organizations are eligible for applying:

a. National and International Non-for-Profit Organizations b. National and International For-Profit Organization (Private entities) c. National and International Academies and Institutions working in Nutrition or WASH d. All organization must be legally registered e. Organization has to agree with terms and condition of USAID funding regulations.

ii. Ineligible:

a. Individuals b. USAID/IHSAN Current Partners are not eligible and USAID/IHSAN employees’ relatives are not eligible

to apply. c. Any organization that has misused USAID fund in the past will not be eligible. d. Political parties, groupings, or institutions or their subsidiaries and affiliates e. Organizations that advocate, promote, or espouse anti-democratic policies or illegal activities

https://www.acquisition.gov/far/html/FARTOCP31.html


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f. Faith-based organizations whose objectives are for discriminatory and religious purposes, and whose main objective for the grant is of a religious nature

g. Any entity included in any supplementary information concerning prohibited individuals or entities that may be provided by USAID

h. Any entity whose name appears as debarred in the System of Award Management (SAM) – www.sam.gov

i. Any organization that does not pass the USAID vetting requirement if the grant award amount is above $25,000. And any organization who is not willing to submit requirement information for USAID vetting.

iii. Ineligible Activities and Unallowable Costs: Grant funds cannot be utilized for the following: a. Construction Activities are not allowed under this RFA b. Private ceremonies, parties, celebrations, or "representation" expenses. c. Purchases of restricted goods, such agricultural commodities, motor vehicles (including

motorcycles), pharmaceuticals and contraceptive items, pesticides, used equipment, U.S. government excess property and fertilizers without the previous approval by the USAID Contracting Officer through USAID/IHSAN.

d. Prohibited goods under USAID regulations, including but not limited to: military and surveillance equipment, police or law enforcement equipment, abortion equipment and services, weather modification equipment, luxury goods, and gambling equipment.

e. Purchases of goods or services restricted or prohibited under the prevailing USAID source/ nationality regulations per 22 CFR 228 and relevant Standard Provisions; or from countries or suppliers as may be identified by USAID's consolidated list of debarred, suspended, or ineligible subcontractors at www.sam.gov

f. Any purchases or activities deemed unnecessary to accomplish grant purposes as determined by FHI 360, including any grantee headquarters expenses that are not directly linked to the implementation of the proposed project.

g. Previous obligations and/or bad debts. h. Fines and/or penalties.

iv. LOCAL PARTNER DEFINITION

A “local partner” may be an individual or sole proprietorship of a legal entity of any type. To be considered an eligible local partner for the purposes of the intended RFA, the partner must meet the following criteria:

a. Be organized under the laws of the grantee country; b. Has its principal place of business in the grantee country; c. Is not less than 51 percent legally and beneficially owned by one or more resident citizens or lawful

permanent residents of the grantee country or be managed by a governing body, the majority of whom are citizens or lawful permanent residents of a grantee country; and

d. Is not controlled by a foreign entity or by one or more individuals who are not resident citizens or lawful permanent residents of the cooperating country.

The term “controlled by”, in 4 above, means a majority ownership or beneficiary interest as defined at (3) above, or the power, with directly or indirectly, whether exercised or exercisable, to control the election, appointment, or tenure of the organization’s managers or a majority of the organization’s governing body by any means, e.g., ownership, contract operation of law.

It is USAID policy not to award profit under assistance instruments, therefore, no profit will be allowed under this award. Additionally, USAID/IHSAN will conduct a pre-award survey which is a risk assessment to determine the organization’s capabilities to complete the proposed activities.

2. LIMITATION ON SUB-AWARDS

Regardless of who the grantee is, sub-awarded is not allowed under this RFA but applicants can apply as consortium.

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3. COST SHARE

Cost sharing is not required for this RFA.

SECTION IV – APPLICATION AND SUBMISSION INFORMATION

1. IHSAN POINTS OF CONTACT

For submission of any questions about the RFA below is contact email: For submission of Questions: USAID/[email protected]

For Submission of Applications: USAID/[email protected]

2. REQUIRED FORMS

All Applicants must submit the application using following template:

i) Full Grant Application Template ii) Budget Template iii) Wok plan and M&E plan template iv) Pre-Award Assessment Tool

v) Mandatory Certificates vi) Vetting Information Form vii) Submission of a Data Universal Numbering System (DUNS) Number.

DUNS number is a nine-digit number established and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify business entities. A DUNS number may be obtained from D&B by internet at www.dnb.com .

1. Access the web page: http://www.dnb.com; 2. Click on D&B D-U-N-S Number; 3. Click on “Are you a government contractor, vendor, or grant grantee? 4. Click on “Click here to request your D-U-N-S Number via the web”; 5. Follow the instructions. Questions should be directed to Dun and Bradstreet.

viii) Provide SAM registration if already registered or complete registration if not yet registered at

www.sam.gov

3. APPLICATION FORMAT GUIDELINES AND ASSUMPTIONS

For the purposes of this RFA, the term “applicant” is used to refer to lead organization. The application received by the deadline will be reviewed for responsiveness to the specifications outlined in these guidelines and the application format. Applications that are incomplete or not directly responsive to the terms, conditions, specifications, and clauses of this RFA may be categorized as non-responsive and eliminated from further consideration.

The application shall be submitted electronically in two separate volumes: (a) technical and (b) cost or budget. Technical portion of the application should be submitted in one original and cost portions of application in one original. The application should be prepared according to the structural format set forth in the application template. Applications must be submitted no later than the date indicated as the deadline for the submission of applications in this RFA, to the location indicated on the cover letter accompanying this RFA.



http://www.dnb.com/

http://www.dnb.com/

http://www.sam.gov/


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Applications shall be prepared in English. Applications in any other language shall be treated as non-responsive and eliminated from further consideration.

The technical application should be specific, complete, and concise. The application should demonstrate the applicant's capabilities and expertise with respect to achieving the goals of this program.

Applicant should retain for its records a copy of the application and all enclosures that accompany their application. Erasures or other changes must be initialed by the person signing the application.

4. FULL APPLICATION FORMAT

The full application should reflect full consideration of all the information provided in this RFA. A full application consists of a Technical Application and Cost Application, as described below. Please note that a request for a full application does not represent a USAID/IHSAN funding commitment. Once notified, the applicant shall submit a Technical Application; and a cost application or budget.

1. Technical Application Format:

The technical application (not to exceed 30 pages, excluding attachments) and shall include all sections as per the provide template. Applications must be on Letter size 8-1/2 by 11-inch paper, (210mm by 297mm paper), single-spaced, 12- point type or larger, and have at least one-inch margins on the top, bottom, and both sides.

Template for presentation the technical aspect of the application is provided as Attachment -1. Applicants shall present their applications in the formats provided. Those applications that are not submitted according to the formats requested and in accordance with the instruction in this RFA will be considered as non-responsive and will be disqualified. The application elements and guidelines are summarized below: Section I (Basic Information). The Applicant provides basic contact information and information regarding the status of the organization. Page limit 3 pages.

Items 1-2: Organization’s name, date organization was founded, and current registration status.

Item 3: Contact Information— Contact name, title, address, telephone, fax, e-mail, etc. The contact person

(agent) is responsible for communications between USAID/IHSAN and the Applicant. This applies to all aspects of the grant, from initial application, negotiation, award, and close out. The agent must have full authority and responsibility to act on behalf of the Applicant. The agent should be someone who will be directly involved with the grant activity and has a proven, established relationship with the Applicant.

Item 4: Organizational Structure— List board members (or founding members if you do not have a formal

board of directors) and key staff (president, directors, treasurer, etc). If available, please attach an organizational chart.

Item 5: Briefly describe the organization and its activities — Should introduce the Applicant and its

background: how it was formed, its mission or purpose, major accomplishments in the targeted activity, current activities, past related experience, and clients. This section must not exceed 1 pages in length


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Item 6: References—List three donors, partner organizations, or community leaders that can provide

references for your organization’s ability to successfully carry out the financial, administrative, and technical requirements of the grant activity. Briefly describe your relationship to the reference and the nature and duration of your work together. If the reference is a previous donor, list the activity and location of the activity(s) they funded. Be sure to provide complete information, including a point of contact, with telephone and email address.

Section II (Program Description). The Applicant describes overarching program elements such as objective of the grant and the linkage to USAID/IHSAN objectives, results, the activity’s beneficiaries, and plan for disseminating activity deliverables. This section must not exceed 10 pages in length. Item 7: Grant Activity Title—The title given to the activity should relate to the grant activity objective. Item 8: Background—Identify the problem that the grant activity proposes to address. Item 9: Grant Objective – Briefly state the objective of the proposed grant activity. Items 10: Grant Activity Detail – Provide a thorough, detailed description of the activity, including how the

activity links to USAID/IHSAN objectives, and the expected results. Please refer closely to the evaluation criteria and program description sections of the RFA.

Item 11: Beneficiaries – Identify beneficiaries/participants, disaggregated by gender if possible, estimated number, and location. Identify how the grant activities will reach the intended beneficiaries, how they will benefit from the grant, and how the beneficiaries will be identified or selected.

Section III (Program Implementation Plan). This section covers information regarding activity implementation, including proposed personnel and descriptions of each task. This should be the most detailed section and must not exceed 10 pages in length, depending on the nature of the grant activity and tasks involved. Item 12: Anticipated duration should be stated with a degree of accuracy of plus or minus two weeks. Item 13: Main tasks of the activity— Provide details regarding the specific tasks of the activity in Annex-1.

The implementation plan must be supported by Annex -3, work pan and M&E plan, listing all identified main tasks over the duration of the activity. Please include all events, trainings, publications, etc. For each task, provide the following information:

Task # / Title 1. Task description 2. Target Audience 3. Grant-financed resource required & detailed explanation of use 4. Non-grant-financed resources required 5. Start and end dates 6. Person(s) responsible 7. Milestone or indicator of achievement

Each task must be:

• Complete and sound

• Integrated and scheduled with dependent tasks

• Assigned to a responsible party

• Defined in terms of resources required

• Concluded with a viable milestone of achievement—milestones must be linked to results.

The tasks listed must show a logical, thoughtful approach to the overall implementation plan. Tasks should describe actions and be logically sequenced. The Applicant should also describe any relevant


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material assumptions made and/or conditions or precedent required for the achievement of the tasks.

Item 14: Applicant lists the location(s) of the activity, adding rows as needed. Item 15: Applicant lists the personnel who will be involved in implementing the grant activity. Attach

updated CVs (maximum two pages including salary history) for all grant activity personnel. Section IV. Monitoring and Evaluation Plan: prepare M&E plan narratives and as Attachment -3. Page limit 3 List all indicators for the grant activity as narratives here and provide comprehensive plan in Annex 3, M&E plan, including a precise definition of the indicator, targets, and how the data will be collected and disaggregated. Section V (Experience and Capacity). Page limit 5 pages Item 16: Applicant should describe past-experience or on-going carrying out similar technical activities. This

is a critical factor in assessing the capacity of the applicant to implement the activity. If the applicant does not have similar experience, state that here and describe any other relevant qualifications that will allow you to successfully implement the grant activity.

Section V (Cost). This is a summary of the information provided in the application budget forms, and includes total grant request, Grantee's cash or in-kind contributions (cost-sharing) for the activity , and contributions from other sources (co-funding) for the activity. Applicant also describes any other US Government funding they are currently receiving for other purposes. Applicant must identify any long-term, recurrent commitments resulting from activity, and Applicant’s plan for sustainable coverage. Item 17: Detailed cost of this activity (cash, in-kind [i.e. donated goods or services], and third-party sources) Item 18: Discuss strategies for ensuring the sustainability of the proposed activity and organization, including

proposed cost share, expected program income generation (if any), and third party leveraging of funds (if any). Program income is defined as gross income earned by the Grantee that is directly generated by a supported activity or earned as a result of this grant, during the period of the grant.

Item 19: List any major donor-funded activities (U.S. and other) that your organization has managed in the

last two years, currently receives, or expects to receive within the duration of the grant activity. Applications must be supported by Attachment 2, Sub-award budget-SFR Standard form. This excel budget template, when properly completed, reviewed, and approved by USAID/IHSAN, will serve as the mutually agreed-upon guide for activity financial management. All activity costs must be identified. Cost data must be accurate; proposed amounts should not be unrealistically high or low. It is important that the budget clearly indicate where specific project funds are to come from (from USAID, co-funding by another donor, or the applicant’s cost-sharing contribution). Furthermore, contribution from other donors and Applicant resource commitment will be investigated and documented. In order to avoid double financing/ billing, USAID/IHSAN will require full disclosure by all involved parties and will maintain contact with co-funders to verify their contributions. Budgeted amounts must also be supported by justification, and the applicant must be able to provide such backup to Project Name if requested. All grant activity costs must be within the normal operating practices of the Applicant and in accordance with its written policies and procedures. For applicants without an audited indirect cost rate, the budget may include direct costs that will be incurred by the Applicant to provide identifiable administrative and management costs that can be directly attributable to supporting the grant objective.


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2. Cost or budget Format:

A Cost/Business Application must be submitted separately from the Technical Application. While there is no page limit for this portion, applicants are encouraged to be as concise as possible, but still provide the necessary details. The cost application shall include completed Annex-2 Sub-award budget-SFR Standard form and an accompanying budget narrative that provides in detail the total costs for implementation of the program your organization is proposing, other certifications and assurances; other information as may be needed. If the applicant proposes expending more than $300,000 of USAID funding during a single fiscal year of the applicant, the applicant must include funds within the budget to contract an audit.

i) The cost application should be for a period of 12 months.

ii) Applicants should assume notification of an award approximately sixty (60) days after the date established

as a deadline for receipt of applications.

iii) An overall budget should be included in the Cost Application that provides, in detail to the individual line

item, a breakdown of the types of costs anticipated. The types of costs should be organized based on the cost categories in the Sub-Award budget SFR standard form. All budgets shall include a sheet relating to the entire 12-months period. The electronic version of the budgets should be provided in Microsoft Excel format.

iv) Budget notes are required. These budget notes must provide an accompanying narrative by line item which

explains in detail the basis for how the individual line item costs were derived.

v) The following Section provides guidance on line item costs.

• Salary and Wages - Direct salaries and wages should be proposed in accordance with the NTA

salary scale.

• Fringe Benefits - If the organization has a fringe benefit rate that has been approved in the NTA salary

scale.

• Travel and Transportation - The application should indicate the number of trips and the estimated

costs. Specify the origin and destination for each proposed trip, duration of travel, and number of individuals traveling. Per diem should be based on the applicant's normal travel policies;

• Other Direct Costs - This includes communications, report preparation costs, equipment

(procurement plan for commodities), branding/marking supplies, etc. The narrative should provide a breakdown and support for all and each other direct costs.

• Indirect Costs – Organizations that do not have a Negotiated Indirect Cost Rate Agreement (NICRA)

letter with the US Government should use audited indirect cost rate if available or use Deminmis indirect rate if used consistently to other donors.

• Seminars and Conferences - The application should indicate the subject, venue, and duration of

proposed conferences and seminars and their relationship to the objectives of the program, along with estimates of costs.

• Source and Origin Requirements - The authorized Geographic Code for this Agreement will be 937.

• Training Costs - If there are any training costs to be charged to this Agreement, they must be clearly

identified. Number of trainee, number of training days, allowances to trainees, trainers fee, stationary cost, venue cost should be clearly defined.


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5. SUBMISSION DEADLINES

Applications shall be due at the time and date stated on the cover page of this RFA. USAID/IHSAN will determine that any Applications that are not received by IHSAN Innovation Fund Team by one of the methods specified below by the time and date indicated will be late.

6. FUNDING RESTRICTIONS

There are no funding restrictions applicable to this RFA at this time.

7. GENERAL INSTRUCTIONS

USAID/IHSAN will accept applications from the qualified entities as defined in Section III of this RFA. The Applicant should follow the instructions set forth herein. If an applicant does not follow the instructions, the Applicant’s Application may be eliminated from the competition with the discretion of IHSAN Technical Evaluation Committee (TEC). Applications are to be submitted as follows with the subject line stating the RFA number, on the date and time provided on the cover page.

Electronically via email with up to 10 attachments (5MB limit) per email compatible with MS Word/Excel environment, and signature pages in adobe to [email protected] ; and

Hard copies with an original and two (2) copies of both the technical application and cost application to the following address:

FHI360/IHSAN Office IHSAN Innovation Fund Team Attn: Shah Mahmood Musakhail/Innovation Fund Manager Add: H#1144/A, Sharwal Street, Shipur, Kabul, Afghanistan

Telegraphic or faxed applications are not authorized for this RFA and will not be accepted.

Consistent with ADS 303.3.6.7, Applications that are submitted late will be eliminated from the competition. If a late application is evaluated and considered for award, all similarly-situated late applications (in terms of time of receipt) will also be evaluated and considered for award.

8. BRANDING STRATEGY AND MARKING PLAN

Successful applicant will implement the branding and marking plan of IHSAN program approved by USAID

SECTION V - APPLICATION REVIEW INFORMATION

1. SCORED EVALUATION CRITERIA

The following evaluation criteria will be used at the full application to make an award decision. Applicants scores below 75 marks will be declined.

Technical Evaluation Criteria Possible Score

1 Applicant background and Past Experience

a) Organization Board, management and staff information

5

b) Number of similar activities in the past c) Number of same activities (if any) implemented in

the past

20

mailto:[email protected]%20;


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2 Application responsiveness

Page limitation and template provided by IHSAN are considered

5

3 Technical Approach and methodology

a) Activity objectives are clearly linked with USAID/IHSAN objectives

5

b) Proposed methodology for activities implementation will increase access, utilization, quality and sustainability of nutrition or hygiene, sanitation products, services

10

c) Proposed methodology for implementation will increase community participation, acceptance and sustainability

15

d) Proposed activities are interlinked, consistent, easy to understand and has measurable output/outcomes

5

e) Supervision, Monitoring, Evaluation and reporting is clearly explained with specific timelines

f) Selected applicable indicators from IHSAN standard indicators list presented in this document

5 5

4 Work plan a) Narrative and Schedule of work plan is provided. Activities presented in work plan matching methodology

5

5 Proposed Staff Capacity

Proposed staff has required knowledge, training to implement proposed activities. Proposed staff has relevant experience (community mobilization, communication, geographical area awareness, understanding of social context)

5

6 Cost effectiveness Proposed cost reasonableness 15

Total 100

Budget Analysis criteria

Proposed budgets will be reviewed to determine if the applicant’s approach is cost effective, meaning that the proposed budget is reasonable in view of the activities and approaches proposed and makes use of existing resources, capacities, materials, tools, and other leveraged sources of funding. An Application will be viewed more favorably if it proposes strategies and activities which are measurable and if the costs can be tied directly to specific corresponding activities. A realistic commitment to cost share is generally viewed as enhancing the evaluated cost effectiveness of a program. Cost evaluation will include:

i. Cost effectiveness - The Applicant's demonstration that proposed results will be achieved with the

most efficient use of available resources (amounts included as cost share may be considered in this analysis). Cost effectiveness may include analyzing the cost per result proposed. Cost effectiveness will also include an analysis of the ratio of administrative costs compared to costs dedicated to program implementation Applicants who do not provide clear information and notes regarding the purpose of each proposed cost and do not provide the breakdown required by section between management, administrative and support costs versus program activity costs run the risk that costs may be interpreted as relating to administrative costs instead of program implementation costs.

ii. Cost realism - That the Applicant's technical approach supports the costs proposed. In addition, the cost realism analysis will evaluate whether the costs estimated accurately reflect the costs that would be incurred during the actual performance of the program, and whether those costs are reasonable. The cost realism analysis will: a) verify the Applicant's understanding of the requirements and regulations; b) assess the degree to which the cost Application reflects the approaches in the technical application; and c) assess the degree to which the cost included in the cost Application accurately represents the work effort included in the technical application.


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iii. Cost Analysis: All proposed costs will be evaluated for completeness, reasonableness, fairness,

allowability and allocability. This analysis is intended to determine the degree to which the costs included in the cost/price application are fair and reasonable.

iv. Consistency of budget line items and amounts with the resource requirements of the different activities will be evaluated.

v. Finally, the clarity and conformity of the applicant’s Cost or budge Application to the instructions will be considered.

2. REVIEW AND EVALUATION PROCESS

Technical applications will be evaluated in accordance with the evaluation criteria set forth above by a Technical Evaluation Committee (TEC) comprised of IHSAN Technical team.

The cost applications will be evaluated by the Innovation Fund Manager on cost effectiveness and cost realism analysis. Award will be made to the responsible applicant whose application offers the greatest value based on the criteria specified above. The final award decision is made, while considering the recommendations of the TEC, by the Chief of Party of IHSAN.

SECTION VI – AWARD AND ADMINISTRATIVE INFORMATION

1. NOTIFICATION TO APPLICANTS

A notice of award signed by the IHSAN Chief of party is the authorizing document for this RFA. The notice of award will be provided electronically to the applicant’s point of contact listed in the application.

Notification will also be made electronically to unsuccessful applicants pursuant to ADS 303.3.7.1.b.

Prior to issuance of award, some applicants may be required to submit additional information on the organization and key individuals for vetting. For example, for those organizations that have not had previous grants with the US Government, Articles of Incorporation or other documentation which substantiates the legal character of the entity will be requested. In such cases, issuance of an award is contingent on the timely receipt of the information requested and the successful completion of the vetting process.

The vetting process may include pre-award responsibility determination which will be conducted and will include an examination of the application's budget details to ensure it is a realistic financial expression of the proposed program and does not contain estimated costs which may be unreasonable or unable to be charged under the program. Staff salaries will be considered reasonable to the extent that they are comparable to that paid for similar work in the relevant labor market; salary history will not be used to determine the salary range for a particular job category.

2. GENERAL INFORMATION ON REPORTING REQUIREMENTS

The following reports and related requirements will be included in the grant award issued as a result of this RFA: a) Monitoring and Evaluation Plan; b) Milestone or Monthly progress report C). Monthly Financial Report; d) Final Agreement Completion Report;


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The grantee will be required to report on indicators related to key objectives as specified in the Program Description.

In addition, the applicant will provide:

a. MONITORING AND EVALUATION PLAN

The applicant is required to have a monitoring and evaluation plan showing how:

b. Outcomes will be measured; c. Outcomes will contribute to results; d. Baseline information will be collected; e. Methods for mid-term and end of project evaluations.

Attachement-3 is provided to prepare monitoring and evaluation plan.

b. Milestone or Monthly PROGRESS REPORT

The grantee shall submit monthly progress report to the IHSAN to reflect results and activities. Report to be submitted within 10 days of the end of each month. For FAA grant type, the report will be due as per the milestones scheduled deadlines.

The report shall describe progress made during the reporting period and assess overall progress to that date versus agreed upon indicators including the agreement-level outputs achieved, using the agreement-level performance indicators established in the implementation plan. The reports shall also describe the accomplishments of the grantee and the progress made during the past month and shall include information on all activities, both ongoing and completed during that month. The report shall highlight any issues or problems that are affecting the delivery or timing of services provided by the grantee.

c. MONTHLY FINANCIAL REPORT

The grantee will submit to IHSAN monthly financial report within 10 days after the end of each month. Financial report should contain, at a minimum:

Total funds previously reported as expended by grantee line items;

Total funds expended in the current month by the grantee by the line items.

Financial report has to be accompanied by all supporting documents for expenses like, payroll, prove of salaries

transfer, prove of taxis, document for purchases, document for travel, document for workshops/training etc.

For FAA grant type financial report is not required.

d. FINAL AGREEMENT COMPLETION REPORT

The grantee shall prepare and submit a final/completion report to IHSAN which summarizes the accomplishments of this agreement, methods of work used, budget and disbursement activity, and recommendations regarding unfinished work and/or program continuation. The final/completion report shall also contain an index of all reports and information products produced under this agreement. The report shall be submitted no later than 30 days following the estimated completion date of the agreement.


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3. DISCLAIMERS

USAID/IHSAN may cancel a solicitation and/or not make awards; USAID/IHSAN may reject any or all responses received; Issuance of a solicitation does not constitute an award commitment by USAID/IHSAN; USAID/IHSAN reserves the right to disqualify any offer based on an applicant’s failure to follow solicitation instructions; USIAD/IHSAN will not reimburse applicants for the cost incurred in preparing and submitting an application. All preparation and submission costs are at the applicant’s expense. USAID/IHSAN reserves the right to issue an award on the basis of an initial evaluation of offers without further discussion; USAID/IHSAN may choose to award a grant for only part of the activities in the solicitation, or issue multiple awards based on the solicitation activities; USAID/IHSAN reserves the right to waive minor application deficiencies that can be corrected prior to award determination to promote competition; USIAD/IHSAN reserves the right to fund any or none of the applications it receives;

USAID/IHSAN reserves the right to check an applicant’s donor references. All awards under this RFA is subject to USAID/IHSAN Contracting Officer approvals.

ATTACHMENTS

Attachment 1: Full Grant Application Template

Attachment 2: Budget Template

Attachment 3: Timeline, Workplan and M&E plan Template

Attachment 4: Financial Pre-Award Assessment Tool

Attachment 5: Mandatory Certifications

Attachment 6: Vetting Information Form

rfa no. ihsan-003- cbnp -panjshir parwan kapisa usaid … · 2017. 11. 5. · rfa no....

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