USAID Initiative for Hygiene, Sanitation and Nutrition · RFA No. IHSAN-002-CLTS Capacity Building...

RFA No. IHSAN-002-CLTS Capacity Building USAID Initiative for Hygiene, Sanitation and Nutrition

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USAID Initiative for Hygiene, Sanitation and Nutrition

Issuance Date: October 30, 2017 Application Closing Date/Time [Kabul Time]: November 15, 2017; 4:30 PM Kabul Time Questions Due Date/Time [Kabul Time]: November 11, 2017

Subject: Request for Applications (RFA) No: RFA-IHSAN-002-CLTS Capacity Building

Capacity Building of IPs implementing CLTS under IHSAN Dear Applicants:

USAID Initiative for Hygiene, Sanitation and Nutrition, is seeking applications from organizations interested in implementing a one-year hygiene and sanitation project through building capacity of CLTS implementing partners of IHSAN, as fully described in this Request for Applications (RFA).

IHSAN want to implement this activity in 20 provinces where IHSAN currently implements CLTS and has plan to implement in the future. One applicant will be selected for all provinces. All interested organizations are required to show their interest by sending email to [email protected] before submission of their application.

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 ................................................................................................. 8

1. Program Eligibility Requirements ................................................................................................................................ 8

2. Award Administration .................................................................................................................................................. 8

Section Ii – Award Information................................................................................................................................................. 9

1. Estimate Of Funds Available And Number Of Awards Contemplated ........................................................................ 9

2. Start Date And Period Of Performance ....................................................................................................................... 9

3. Type Of Award ............................................................................................................................................................ 9

Section Iii – Eligibility Information ............................................................................................................................................ 9

1. Applicants .................................................................................................................................................................... 9

I. Eligible: ................................................................................................................................................................... 9

Ii. Ineligible: ................................................................................................................................................................ 9

Iii. Ineligible Activities And Unallowable Costs .......................................................................................................... 10

Iv. Local Partner Definition ........................................................................................................................................ 10

2. Limitation On Sub-Awards ........................................................................................................................................ 11

3. Cost Share ................................................................................................................................................................. 11

Section Iv – Application And Submission Information ............................................................................................................ 11

1. Ihsan Points Of Contact ............................................................................................................................................. 11

2. Required Forms ......................................................................................................................................................... 11

3. Application Format Guidelines And Assumptions ..................................................................................................... 11

4. Full Application Format ............................................................................................................................................. 12

1. Technical Application Format: .............................................................................................................................. 12

2. Cost Or Budget Format: ........................................................................................................................................ 15

5. Submission Deadlines ............................................................................................................................................... 16

6. Funding Restrictions .................................................................................................................................................. 16

7. General Instructions .................................................................................................................................................. 16

8. Branding Strategy And Marking Plan ........................................................................................................................ 16

Section V - Application Review Information .......................................................................................................................... 16

1. Scored Evaluation Criteria ......................................................................................................................................... 17

2. Review And Evaluation Process ................................................................................................................................ 18

Section Vi – Award And Administrative Information .............................................................................................................. 18

1. Notification To Applicants ......................................................................................................................................... 18

2. General Information On Reporting Requirements .................................................................................................... 18

A. Monitoring And Evaluation Plan ........................................................................................................................... 19

B. Monthly Progress Report ...................................................................................................................................... 19

C. Monthly Financial Report ...................................................................................................................................... 19

D. Final Agreement Completion Report .................................................................................................................... 19

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

Attachments ........................................................................................................................................................................... 20

Attachment 1: Full Grant Application Template ................................................................................................................ 20

Attachment 2: Budget Template ........................................................................................................................................ 20

Attachment 3: Timeline, Workplan And M&E Plan Template ............................................................................................ 20


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Attachment 4: Financial Pre-Award Assessment Tool ....................................................................................................... 20

Attachment 5: Mandatory Certifications ........................................................................................................................... 20

Attachment 6: Vetting Information Form .......................................................................................................................... 20

Section I- FUNDING OPPORTUNITY DESCRIPTION

1.0 Project Overview (background information) The evidence for the importance of clean water, hand washing, sanitation and food hygiene for optimal child growth and health continues to grow. Both the Lancet series on Maternal and Child Nutrition (2013) and the USAID Multi-Sectoral Nutrition Strategy emphasize the need for nutrition-sensitive WASH interventions to improve nutrition outcomes. Open Defecation (OD) is a huge risk to the health of children as well as the dignity of women in many parts of Afghanistan. High rates of child mortality due to diarrhea and pneumonia as well as the risk of polio and high prevalence of stunting are threatening the lives and growth of children in the country. The prevalence of open defecation in Afghanistan is estimated at 19%, but in parts of the country it is as high as 82%. While around 80% of households make use of some form of traditional latrine facility, the national coverage of improved sanitation is only 39%. There is also lack of awareness on better hygiene practices such as hand washing in critical times. Due to poverty and insufficient preventive health measures the incidence of diarrhea and other WASH borne diseases are very high. Diarrhea alone accounts for 30% of childhood diseases and nearly 20 percent of childhood deaths are caused by acute diarrhea (ACCLTS, MRRD 2013). The Community Led Total Sanitation (CLTS) was first introduced in Afghanistan by the Tear Fund in 2008 but later it was adopted in the country by the Ministry of Rural Rehabilitation and Development (MRRD) and is called “The Afghan Context CLTS” (ACCLTS, MRRD 2013). Today, CLTS is being implemented in more than 50 countries in Asia, Africa, Latin America, and the Middle East. The Rural Water Supply, Sanitation and Irrigation Progam (RuWatSIP) of MRRD has been implementing the AC-CLTS in different provinces and has converted hundreds of villages into ODF status. At the heart of CLTS lies the recognition that providing toilets does not guarantee their use, nor result in improved sanitation and hygiene. CLTS focuses on the behavioral change needed to ensure real and sustainable improvements: investing in community mobilization instead of hardware, and shifting the focus from latrine construction for public locations or individual households to the creation of Open Defecation-free (ODF) villages. By raising awareness that, if even a minority continues to defecate in the open, everyone is at risk of disease—CLTS triggers the community’s desire for change; propels them into action; and encourages innovation, mutual support, and appropriate local solutions, thus leading to greater ownership and sustainability. Key features of CLTS include: a. CLTS concentrates on the whole community rather than individual households. b. The first step is to stimulate the realization of the collective benefit from stopping open defecation (OD). c. The community then decides how together they will create a hygienic environment, including access to

a safe, hygienic latrine for everyone. d. The success of CLTS relies on collective community motivation and achievement, and avoids prescription

of latrine models and individual household hardware subsidies. e. Community responsibility leads to community solutions to problems of household participation or issues

in design or resources for latrine construction. f. Achievement of ODF frequently leads naturally to adoption of improved home and personal hygiene

behaviors, safe disposal of animal and domestic waste, and gradual improvement in the structure and design of latrines and toilets.

The Afghan context CLTS not only aims for open defecation free communities but also asks people to improve their traditional unimproved latrines. Additionally, the approach in Afghanistan incorporated hygiene promotion activities such as training groups of men and women called Family Health Action Groups who then talk to other people at the community about hygiene (ACCLTS, MRRD 2013).


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Since 2010, the country has been able to declare over 1,000 communities as Open Defecation Free. Out of those communities, 89 were declared ODF in 2015. USAID funded project account for 611 ODF villages while UNICEF supported the MRRD to declare the rest. Some NGOs also tried implementing the CLTS approach in the country. The country developed a national plan to end open defecation by 2025. The Initiative for Hygiene, Sanitation, and Nutrition (IHSAN) is to support USAID/Afghanistan in assisting the Government of the Islamic Republic of Afghanistan (GIRoA), civil society organizations (CSOs), and the private sector to carry out and scale up evidence-based nutrition and water, sanitation and hygiene (WASH) interventions (CLTS in particular) that will improve the nutritional status of women and children less than five years old. a. NATURE & PURPOSE OF ACTIVITY: IHSAN, in close coordination with UNICEF and the Rural Water Supply and Sanitation Directorate of MRRD, aims to increase the percentage of people gaining access to basic sanitation facilities from the national baseline of 41% in 2013 to 52% by the end of the project in 2021. To meet this target, the project plans to implement the Afghan Context CLTS (ACCLTS) in at least 5,000 villages over the life of project and ensure Open Defecation Free (ODF) certification status in these villages. The ACCLTS approach is more stringent than CLTS and aims to ensure access to basic sanitation facilities. In FY17, IHSAN was focused on launching activities in ten priority provinces selected based on poor child nutrition (e.g., prevalence of stunting and wasting) and WASH (e.g., high open defecation rates and low prevalence of safe water access) indicators. These ten priority provinces include Nangarhar, Bamyan, Paktya, Kunar, Nooristan, Badakhshan, Samangan, Ghor, Badghis and Farah. These priority provinces will continue to be the primary geographic focus of the project and IHSAN will work with partners to ensure strong and steady progress to increase coverage within these provinces while maintaining the quality of interventions. IHSAN will support allocating funds for a CLTS coordinator per province where IHSAN project is implemented so the WASH activities by various partners are coordinated, and duplication of efforts and gaps in services are avoided. These will also play a key role in ensuring quality in CLTS implementation. Afghanistan has set the target of 100% ODF communities by 2025 while few efforts are going on to help the Afghan government reach its desired goal by the set deadline. BPHS on the other hand is being implemented by non-governmental organizations that are functional in the relevant provinces and have access to a large network of community health workers, who are volunteers and work in almost every village. Engaging BPHS implementing NGOs in implementing CLTS is believed to be an efficient approach of rapid scale up of CLTS in Afghanistan. During FY17 the concept was shared with MRRD who warmly welcomed that and requested IHSAN to revise the Annual Program Statement to include CLTS scale through the above mechanism and call BPHS implementers to apply. By end August 2017 the BPHS NGOs in the second-tier priority provinces were given an orientation to the process. The second- tier priority provinces include Daikundi, Paktika, Khost, Laghman, Wardak, Uruzgan, Helmand, Zabul, Logar & Sari-Pul. In FY17, IHSAN, with UNICEF and SSDA, planned to certify 400 villages open defecation free (ODF). SSDA, with funding from UNICEF, provided training in basic CLTS, Hygiene education and ODF verification and certification to IHSAN subcontractors in FY 17. The remaining trainings are in the pipeline and will be delivered by end December 2017. By July 2017, more than 550 villages were reached/triggered by the CLTS teams, however none have been certified so far. With the certification training conducted with all partners it is expected expect that near to 100% of the triggered villages will be ODF certified by December 2017. IHSAN is now targeting 2,000 villages for ODF certification in FY 2018. Of these, about 1,400 villages will be targeted in the 10 priority provinces and another 600 in 10 additional provinces where one district/province will be targeted for ODF certification by the end of FY18. The 10 additional provinces were recommended by MRRD, based on OD prevalence, and are designated as second-tier priority provinces for WASH interventions.


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II. SCOPE OF WORK & DELIVERABLES While the specific tasks are indicated in the table below, the applicant must be able to fulfill the following general requirements:

1. Provide necessary human resource for trainings, coaching & supportive supervision. 2. Prepare project operational plans (HR, Supply, training, Assessment plans). Ensure that project

implementation plan/ budget (activity wise costing) is finalized in accordance with the specific tasks mentioned in the table below.

3. Ensure that methodology of the trainings is participatory with excess use of group work, role play and other practical methods including plenary lectures for better understanding

4. Develop a comprehensive coaching/ monitoring plan in coordination with IPs and assist the Provincial CLTS team in implementing this plan

5. Conduct regular field visits and coordinate with third party field monitoring visits to program implementation areas and provide technical and project management support (on the job) to CLTS teams to ensure program are implemented as per agreed work plan.

TASK TO BE PERFORMED

MILESTONES REMARKS

TRAINING

1. Undertake CLTS Basic Level Training • 6 days training imparted (hands on and hands off)

• Monthly training report of all trainings

• Training Manual/ Module

• Handouts for participants

• Day-wise schedule of trainings with contents and methodology

• Observe the first 3 triggering right after the training and provide feedback to the facilitators team

• Maintain strong coordination with MRRD at all stages

• IHSAN expects that a total of fourteen (14) trainings will be imparted

• Out of 14, 4 trainings to be imparted to existing IPs (one each for IRC, AKF, HADDAF & CHA) and 10 trainings for new BPHS NGOs

• Each training is expected to be delivered in the respective provinces

2. TOT Post Triggering Training on Hygiene Behaviour Change

• 3 day’s training imparted





• Observe at least 1 training that is being conducted by the CLTS

• IHSAN Expects that a total of fourteen (14) trainings will be imparted




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team and provide feedback

3. Verification and Certification Training






• IHSAN expects that a total of fourteen (14) trainings will be imparted



4. CLTS Refresher Trainings • 3 day’s trainings imparted





• IHSAN expects that a total of twenty-six (26) trainings will be imparted

• Out of 26, 16 trainings to be imparted to existing IPs and 10 trainings for new BPHS NGOs


5. CLTS Intermediate Training • 4 day’s training imparted





• IHSAN expects that a total of eight (8) trainings will be imparted


6. CLTS Advance Training for Master Trainers






• IHSAN expects that a total of eight (8) trainings will be imparted


COACHING

1. Undertake Coaching/ mentoring of CLTS teams through undertaking follow up visits and providing on-job support

• Monthly reports of coaching/ mentoring and on-job support

• IHSAN expects that at least 8 days/ coach/ month will be allocated for each of the first-tier priority provinces (10 provinces)

• We expect that at least 4 days/ coach/ month will be allocated for each of the second-tier priority provinces (10 provinces)


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2. Orientation session on how to conduct school related events (School Hygiene and sanitation related campaigns & competitions)


• IHSAN expects that the coach/(es) designated for each of the provinces will be able to conduct this orientation session

1. Orientation session on how to conduct community sanitation and hygiene related campaigns (village level) for IHSAN IPs


• We expect that the coach/(es) designated for each of the provinces will be able to conduct this orientation session

2. Orientation sessions on CLTS protocol / ODF celebrations


• IHSAN expects that the CLTS protocol will be part of the ODF certification and verification training

• Coach/(es) designated for each of the provinces will be able to conduct this orientation session

1. Organizing, facilitation and documentation of the quarterly program coordination workshops in close coordination with FHI 360, UNICEF, MRRD and IPs

• No. of quarterly programme coordination workshops held

2. Finalization & Provision of IEC material

• IEC material finalized and approved with IHSAN

• IHSAN expects that the consulting firm will share all the finalized IEC material with IHSAN for printing and further distribution to IHSAN IPs ensuring integration of WASH with Nutrition where deems appropriate

3. Revision, finalization & Printing of all training contents, manuals, guidelines including trainer’s notes, handouts for trainee’s, power point presentations and necessary templates required for smooth implementation of CLTS (in English, Dari & Pushto languages)

• Five sets of all training material shared with IHSAN

• All revised training material endorsed by MRRD and includes latest provisions as endorsed by MRRD including ODF verification and certification protocol

• Necessary templates for smooth functioning of CLTS teams finalized

4. Developing project based database for the CLTS Progress in the districts

• A database including information on the ODF villages triggered and certified finalized and shared with IHSAN & MRDD Staff


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b. QUALIFICATIONS OR SPECIALIZED KNOWLEDGE/EXPERIENCE REQUIRED:

The applicant organization selected to conduct this activity should identify a team leader who will supervise completion of the tasks listed and the timely submission of the milestones listed above. The team leader will seek inputs from and regularly liaise with the IHSAN focal point for all important matters related to this assignment throughout the period of its implementation. The evaluation team should be comprised as a minimum of the following members: i. Team Leader ii. Male Master Trainers (Five) iii. Female Co Master Trainers (Five) iv. Capacity Building/ KM/ M&E Specialist for coaching (10) The employment of additional support team can be proposed. In addition, lodging, transportation during

training, coaching should be considered. The specific qualifications and skill areas required include:

• Team should have good communication, advocacy and people’s skills. Ability to communicate with various stakeholders.

• Ability to express concisely and clearly ideas and concepts in written and oral form.

• The team leader should possess experience (10 years minimum) in coordinating and participation in similar trainings

• Capacity Building Specialist should have a minimum of 5 years of experience in the field of knowledge management and M&E for water supply, sanitation and hygiene related projects

• Team leader must have a Master’s degree in relevant subject or certified on institutional development/ social mobilization

• Master Trainer’s must have a Bachelor’s degree in the relevant subject

• Must have 5 years of experience in conducting trainings

• Must have 5 years of experience in imparting trainings on community institutional development/ social mobilization

• Must have experience working in the similar assignments particularly in WASH and Health sectors.

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

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


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• 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

• 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 December 1, 2017.

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

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

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

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


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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 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.

http://www.sam.gov/


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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.

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



http://www.dnb.com/

http://www.dnb.com/

http://www.sam.gov/


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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.

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.


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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

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


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• 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 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.


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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.

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.


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• 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.

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

mailto:[email protected]%20;


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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.

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.

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.

Evaluation Factors Total Points Possible

Description

Technical Approach & Methodology

40 • Relevance of proposal and approach to achieving expected results

• Quality and coherence of training implementation strategy

• Have clear understanding of coaching, monitoring & CLTS follow up planning to support IHSAN IPs

Institutional capacity/ Demonstrated relevant organizational experience

25 • Knowledge and expertise for implementation of such capacity building projects in the past

• Local experience, presence, community relations and past experience of working in IHSAN's prioritized provinces

Qualifications of key personnel

25 • Experience and qualification of proposed project personnel

• CVs of Team Leader and all proposed Master Trainers should be shared

Cost Reasonableness 10

TOTAL 100


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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;

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:


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a. MONITORING AND EVALUATION PLAN

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

a. Outcomes will be measured; b. Outcomes will contribute to results; c. Baseline information will be collected; d. 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.

3. DISCLAIMERS

USAID/IHSAN may cancel a solicitation and/or not make awards; USAID/IHSAN may reject any or all responses received;


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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

USAID Initiative for Hygiene, Sanitation and Nutrition · RFA No. IHSAN-002-CLTS Capacity Building...

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