grant applicant guide

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Bosnia-Herzegovina Growth-Oriented Local Development Project (GOLD)

GRANT APPLICANT GUIDE


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BOSNIA AND HERZEGOVINA GROWTH-ORIENTED LOCAL DEVELOPMENT (GOLD)

PROJECT

Grant Applicant Guide

Project Name: Growth-Orientated Local Development (GOLD) Project in Bosnia andHerzegovina

Sponsoring USAID Office: USAID/Sarajevo

Contract Number: AID-168-C-13-00001

Contractor: Deloitte Consulting LLP

Date of Publication: July 31, 2014

Disclaimer

The authors views expressed in this publication do not necessarily reflect the views of USAID or the UnitedStates Government.


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Table of Contents

1. Introduction ...................................................................................................................... 5

2. Summary of USAID Sida GOLD Project Grants Program ......................................... 51.1 Goals ...................................................................................................................................... 5

1.2 General Approach ................................................................................................................ 5

1.3 Special Considerations ......................................................................................................... 6

1.4 Available Funding ................................................................................................................ 6

1.5 Focal Areas ............................................................................................................................ 6

3. Types of Grants ................................................................................................................. 7

4. Announcements of Grant Opportunities ........................................................................ 7

5. Eligibility Requirements .................................................................................................. 8

5.1. Eligible Recipients ..................................................................................................................... 8

5.2. Ineligible Recipients................................................................................................................... 9

5.3. Eligible Activities ..................................................................................................................... 10

5.4. Ineligible Activities and Unallowable Costs .......................................................................... 10

5.5. Cost Sharing ............................................................................................................................. 12

6. Applying for Funding ..................................................................................................... 12

6.1. Grant Concept Papers ............................................................................................................. 12

6.2. Grant Applications .................................................................................................................. 13

6.3. Unsolicited Requests ................................................................................................................ 14

6.4. Evaluations ............................................................................................................................... 14

6.5. Pre-award Survey .................................................................................................................... 15

6.6. Approval by USAID ................................................................................................................ 15

7. Award / Terms and Conditions ..................................................................................... 16

8. Project Contact Information ......................................................................................... 16

Annexes .................................................................................................................................. 17

Annex 1: Grant Concept Paper Form........................................................................................... 18

Annex 2: Grant Application Form and Guidelines ..................................................................... 24

Annex 3: Pre-Award Survey (for Standard Grants) ................................................................... 60

Annex 4: FOG Entity Eligibility Checklist (for Fixed-Obligation Grants) ............................... 67

Annex 5: Grant Presentation Template ........................................................................................ 69


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List of Acronyms and Abbreviations

Acronym Definition

ADS Automated Directives System

APS Annual program Statement

BiH Bosnia and HerzegovinaCOP Chief of Party

DEC Development Experience Clearinghouse

FOG Fixed Obligation Grants

GOLD Project Growth-Oriented Local Development Project

NGO Non-Governmental Organization

RFA Request for Application

Sida Swedish International Development Cooperation Agency

TEC Technical Evaluation Committee

USAID United States Agency for International Development

USD United States Dollar


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1. Introduction

Deloitte Consulting LLP (Deloitte), under a contract with USAID, executes grants for the USAIDSida GOLD Project, implemented by Deloitte and jointly funded by the United States Agency for

International Development (USAID) and Swedish International Development Cooperation Agency(Sida). This Grant Applicant Guide provides general information and guidance for organizations

interested in applying for a grant under the USAID Sida GOLD Project, including types of grants, types

of organizations eligible to receive grants, types of activities that will be considered for grant support,

budgetary considerations, grant application options, and key conditions of a grant award.

It is important that potential applicants understand that final approval of grant awards come from

USAID; as an agency of the US Government, there are a number of terms and conditions with which

any Recipient will have to comply. Applicants will be carefully evaluated during the application process

on whether they are able to comply with these conditions.

2. Summary of USAID Sida GOLD Project Grants

Program

1.1 Goals

The USAID Sida GOLD Project Grants Program aims to complement, disseminate, promote, and

support the tools and approaches developed by the other Project activities in order to increase the level

of economic activity in selected localities in BiH with a focus on high growth opportunity, potential for

investment, and high-value job creation. The main goals of the USAID Sida GOLD Grants Program are

to i) provide a source of flexible funding in support of the Project objectives/components, and ii) fund

or cost-share specific discretionary items that can lead to increase in overall economic growth and

development.

1.2 General Approach

Grants to local partners are a critical aspect of the USAID Sida GOLD Project and one of the main tools

for reaching the Project objectives and results. The USAID Sida GOLD Project Grants Program will

fund result-oriented activities that contribute to the four main Project objectives:

1. Improved Local Economic Management Capacity

2. Improved Economic Tools for Economic Activity

3. Functioning, Sustainable, Transparent, Institutionalized Mechanisms for Engaging Public and

Private Sector Actors

4. Strengthened Capacity of the Private Sector.

Activities funded through grants should focus on the following key impact indicators:

1. Creating new jobs;

2. Increasing the amount of foreign direct and direct investment;

3. Increasing the amount of sales/revenues; and

4. Increasing the amount of exports.


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While the grants may be awarded to support projects implemented in other localities, preference will be

given to funding activities that support the following USAID Sida GOLD Project partner

cities/municipalities/district: Banja Luka, Biha, Bijeljina, Bilea, Bosanska Krupa, Brko Distrikt,Buim, Cazin, Centar Sarajevo, apljina, itluk, Doboj, Gorade, Graanica, Gradaac, Gradika,Ilida, Istona Ilida, Istono Novo Sarajevo, Konjic, Kotor Varo, Laktai, Lopare, Lukavac, Ljubuki,

Mrkonji Grad, Nevesinje, Novi Grad Sarajevo, Novo Sarajevo, Pale, Prijedor, Sanski Most, Stari GradSarajevo, Srebrenik, iroki Brijeg, Tesli, Teanj, Tomislavgrad, Trebinje, Tuzla, Ugljevik, VelikaKladua, Visoko, Vogoa, Zenica, Zvornik and ivinice. In addition, USAID Sida GOLD Project willcooperate with and provide assistance to the private sector in the city of Mostar.

The USAID Sida GOLD Project will introduce a private investment approach to the Grants Program as

one of its implementing principles, with specific cost-sharing targets. Grants will therefore be

strategically geared to priming the pump, helping to make markets, and leveraging pre-existingcommitments wherever possible. As part of its overall implementation approach, the USAID Sida

GOLD Project will be working on creating linkages of variety of funding facilities, including

Government-to-Government (G2G) incentive fund and Development Credit Authority (DCA)commercial funding mechanism. In order to create synergies, Grants Program will aim to support

activities complementary to those supported through these funding mechanisms.

In order to avoid overlapping and duplication of efforts and market distortion, Grants Program will take

into account the existing and the anticipated donor-funded grant initiatives, in particular those targeted

to the private sector. This is also expected to help creating synergies and increasing program

additionality.

1.3 Special Considerations

Extra attention will be paid to ensuring grants do not inadvertently undermine private sector activity or

create distortion in the local market by providing financial assistance to selected

organizations/companies. Grantees will be required to identify concrete mitigation measures and

activities to address any potential market distortion that may be created through specific grant activities.

Along with this overarching approach, the Grants Program will also help to achieve cross-cutting results

through dissemination of best practice, strong emphasis on youth involvement and womens economicempowerment, as well as research, and training and policy advocacy.

1.4 Available Funding

The USAID Sida GOLD Project Grants Program is budgeted to USD 3.5 million. It will be implemented

through several rounds through full and open competition, during the period from 2014-2017. The

maximum amount of individual grants awarded under USAID Sida GOLD Project is USD 100,000.

Grant concept papers and applications with the budget lower than USD 5,000 will not be taken into

consideration.

1.5

Focal Areas

The total USD 3.5 million budget available for the Grants Program will be used to support activities in

three broad focal areas, each with different targeted recipients, aims, and expected results, as follows:

Municipal Development:Activities funded through grants will focus on supporting Public-Private Partnerships (PPPs), training and information dissemination, certifications, and other


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activities that contribute to developing a municipalitys overall ability to attract investment andjobs;

Business Development:Activities funded through grants will focus on business expansion,

innovation, and export enhancement among others;

Workforce Development: Activities funded through grants will focus on developing on-demand

workforce skills and increased employment capacity to fill the jobs of the future.

Distribution of the Grants Program budget and the number of grants awarded across the three focal areas

will depend on the quality of project proposals and their potential to achieve the maximum impact on

the USAID Sida Project goals, focusing on creating new jobs, increasing sales, revenues, exports and

investment.

3.

Types of Grants

USAID Sida GOLD Project considers awarding three types of grants: standard grants, fixed-obligation

grants (FOGs), and in-kind grants. Selection of grant types will be made based on specific goals the

USAID Sida GOLD Project aims to achieve and the context in which the grant activities are to be

implemented. Table 1 summarizes types of grants, their purposes and time limits.

Table 1: Types of Grants

Grant Type Grant PurposeMaximum Time

Limit

StandardGrants

Provide funding for Recipients activities consistent with bothRecipients and USAID Sida GOLD Project objectives, and that

contribute to the Recipients growth and sustainability as part of itslong-range plan. Disbursement is made periodically for reimbursementof costs generated by the Recipient, and depends on the conditionsstated in the Grants Award.

TBD, not to exceedDec 31, 2017.

FixedObligationGrants(FOGs)*

Provide a fixed amount of funding as grant recipient achieves each partof a fixed set of grant activity benchmarks/milestones. Disbursement ismade based on the verified completion of these

benchmarks/milestones.

Up to 3 years, notto exceed Dec 31,2017.

In- KindGrants

USAID Sida GOLD Project uses grant funding to procure tangibleassets for grantees.

TBD, not to exceedDec 31, 2017.

* When used appropriately, a FOG provides several advantages for both the USAID Sida GOLD Project and the recipient. It focuses on outputs

and results, limits risk for both parties, and requires only limited financial and management capacity. Appropriate activities for FOGs include,but are not limited to: Conferences; Studies; Surveys; Workshops; Policy papers; Disaster or humanitarian relief and assistance and/or

Technical development assistance when costs can be segregated by milestones. In preparing for the FOG Applications, the applicant must

provide sufficient cost information for the USAID Sida GOLD Project to negotiate milestones as well as ensure that the total FOG award

amount is a reasonable and realistic indication of the actual cost of the effort. A thorough and reasonable cost analysis of the activity is

critical to the successful use of the FOG mechanism.

4.

Announcements of Grant Opportunities

USAID Sida GOLD Project will solicit grantees through full and open competition, using Annual

Program Statement (APS) and Request for Applications (RFA) as the grant solicitation mechanisms:


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Annual Program Statement (APS):Each year, the USAID Sida GOLD Project may announce

its overall expected program of activities for the coming period. Organizations may wish to use

APSs to evaluate their own plans for the period to determine if there is an overlap.

Requests for Applications (RFAs): USAID Sida GOLD Project may compete grantopportunities through a Request for Applications in cases where grant program goals and

activities are expected to be very specific. The Project, based on selection criteria approved byUSAID and Sida and subject to other considerations, will evaluate grant applications andpropose potential grant recipients to USAID for its approval.

In both cases, organizations are reminded that grant concepts should track closely to the USAID Sida

GOLD Projects stated goals and objectives as outlined in Section 2.

All grant opportunities will be announced at USAID Sida GOLD Project web page

(http://goldproject.ba). In addition, USAID Sida GOLD Project will advertise in the most significant

local newspapers and/or through other applicable means of outreach that target a wide, relevant

audience. The announcement will generally describe the purpose and focus of the grant program,

eligibility requirements, the timeline and process, criteria against which submissions will be evaluated,

and where to find additional information.

Informational training sessions for potential grantees will be conducted in selected localities following

the announcement of specific solicitation, to ensure maximum reach within the community. The aim of

these sessions is to present the goals and expected outcomes of the Grants Program and specific

solicitation, as well as to explain in details the grants award process to interested organizations.

Announcement of grant opportunities does not constitute any award promise or commitment on the part

of USAID Sida GOLD Project, Deloitte (or any member of Deloitte Touche Tohmatsu Limited, or any

of their affiliates), or USAID and Sida, nor does it commit USAID Sida GOLD Project; Deloitte (or anymember of Deloitte Touche Tohmatsu Limited, or any of their affiliates), or USAID and Sida to pay for

any costs incurred in the preparation and submission of a grant application or concept paper. All costs

associated with the preparation and submission of any concept paper or grant application, as well as any

other pre-award grant costs, are the applicant's responsibility and expense

5.

Eligibility Requirements

Eligibility Criteria will be included in individual Annual Program Statements and Requests forApplications. There are three sets of general eligibility criteria, relating to:

Organizations that are eligible to apply for a grant;

Types of projects and activities eligible for support;

Budget and cost share considerations.

5.1. Eligible Recipients

Eligible recipients for USAID Sida GOLD Project grants are non-U.S. organizations, either for profit ornonprofit, legally established in BiH. In general, the following types of organizations may be eligible toapply for grants:

Local or regional independent, for-profit, or nonprofit organizations and companies;
http://goldproject.ba/http://goldproject.ba/http://goldproject.ba/http://goldproject.ba/


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Municipal, Professional and Business associations and other membership entities including

RDAs1; and

Local or regional academic institutions, including state-sponsored universities (if their charters

allow the receipt of grant funds).

Institutions that receive government funding may still be eligible for grants through this program, as

long as they are non-governmental organizations and not founded by the government as per theorganizations charter. Only eligible organizations that meet the following additional conditions mayreceive a grant:

The organization must have demonstrated experience in technical areas relevant to the scope of

work or grant focus;

The organization must have been in existence for more than three years2;

The organization must currently be implementing activities in the geographic area or technical

area for which it is submitting an application;

The organization has minimum absorptive capacity as demonstrated by past performance;

The organization has a functional financial management system;

The organizations other relationships, partnerships, activities, and interests do not creat e aconflict of interest that could prevent full impartiality in implementation of the grant activities;

Effective October 1, 2010, Data Universal Numbering System (DUNS) numbers are required

for all organizations, foreign or domestic doing business with the Federal Government.

Recipients of grant awards in excess of $25,000 will be required to obtain a Data Universal

Numbering System (DUNS) Number.

Specific eligibility criteria will be outlined with each solicitation issued under the USAID Sida GOLDProject Grants Program. Such specific criteria will be determined based on specific activities to befunded and specific objectives to be achieved through specific solicitation.

5.2. Ineligible Recipients

Ineligible for USAID Sida GOLD Project grants are the following:

Individuals;

Governmental organizations, entities or officials (whether from national, regional, district, local

or municipal levels, etc.), or organizations and entities owned or founded by the Government;

Political parties, organizations and associations, and their affiliates;

Religious-based organizations whose proposed grant activities have religious purposes and are

inconsistent with the USAID Sida GOLD Project objectives.

Organizations associated with terrorism or otherwise precluded from receiving U.S. Government

funding will not be eligible for grants. If an organization or its key personnel, shareholders, directors or

partners appear on any of the following lists, it is automatically ineligible to receive a grant:

Specially Designated Nationals and Blocked Persons, which list is maintained by the U.S.

Treasury's Office of Foreign Assets Control (OFAC) and is available online at OFAC' s

website:http://sdnsearch.ofac.treas.gov/ and

Department of State:http://www.state.gov/j/ct/list/index.htm:

o Foreign Terrorist Organization List (FTO)

1

If an RDA applying for grant is majority owned by the Government, USAID waiver will be required.2 If applicable, a start-up funding will be provided through a recipient organization that has the requisite

experience and financial processes to administer the funding.
http://sdnsearch.ofac.treas.gov/http://www.state.gov/j/ct/list/index.htmhttp://www.state.gov/j/ct/list/index.htmhttp://sdnsearch.ofac.treas.gov/


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o Exclusion List (TEL):

o Executive Order 13224:

Terrorism Designation Page:http://www.state.gov/j/ct/rls/other/des/index.htm

Excluded Parties List System: http://www.sam.gov.

United Nations Consolidated List (Resolution 1267):

http://www.un.org/sc/committees/1267/narrative.shtml

In addition, the following organizations will not be eligible to receive USAID Sida GOLD Projectgrants:

Organizations whose objectives are not consistent with the broad objectives of the USAID SidaGOLD Project;

Organizations that are not legally registered;

Organizations that have misused the USAID or Sida funds in the past;

Organizations that refuse to sign the necessary certifications;

Organizations that advocate, promote or accept anti-democratic political opinions and illegal

activities; Organizations that do not meet applicable requirements or specific eligibility criteria defined

under individual USAID Sida GOLD Project solicitations will not be eligible for grants underthese solicitations.

5.3. Eligible Activities

Grant activities eligible for funding will be defined in individual grant solicitation. Only grant activities

that contribute to the stated objectives of the USAID Sida GOLD Project target areas and the main

impact indicators (including number of new jobs created, increased investment, sales, revenues and/or

exports) will be considered for funding. Grants selected for award must demonstrate clear andachievable objectives, clear and measurable outcomes that focus on USAID GOLD Project impact

indicators, a realistic work plan, and an acceptable timeline within the stated periods.

An organizations proposed grant activities should tie closely to the organizations own overall missionand strategy and advance its key objectives or should be complementary to the work implemented by

the organization for other programs and projects with similar to USAID Sida GOLD Project goals.

Finally, proposed activities under a grant should be reasonably supported by the applicants existingorganizational capabilities.

5.4. Ineligible Activities and Unallowable Costs

Activities that are not eligible for grant funding include, but are not limited to:

Promotion of political parties or candidates or elected officials on a political platform, religion,

or lobbying;

Religious events or activities that promote a particular faith;

Fundraising;

Revolving credit funds;

Law enforcement activities;

Distribution of emergency/humanitarian assistance or funds;

Reconstruction or building rehabilitation projects that are not accompanied by plans for widecommunity use and maintenance;
http://www.state.gov/j/ct/rls/other/des/index.htmhttp://www.state.gov/j/ct/rls/other/des/index.htmhttp://www.state.gov/j/ct/rls/other/des/index.htmhttp://www.sam.gov/http://www.sam.gov/http://www.un.org/sc/committees/1267/narrative.shtmlhttp://www.un.org/sc/committees/1267/narrative.shtmlhttp://www.sam.gov/http://www.state.gov/j/ct/rls/other/des/index.htm


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For-profit business activities that benefit a small select group, rather than providing increased

opportunities to the larger community;

Activities that pose unacceptable environmental threats and for which an adequate

Environmental Mitigation and Monitoring Plan cannot be developed to eliminate these effects

and alternatives are not feasible;

Activities that demonstrate potential negative impact on well-being of certain categories, such

as women or youth;

Activities that pose market distortion effects and for which appropriate market distortion

mitigation strategy cannot be developed.

The following costs will not be allowable and not reimbursable costs under a grant:

Creation of endowments;

Any commodity which does not comply with or which is not procured in a manner that

complies with the U.S. Government procurement procedures and regulations;

Any previous obligations by USAID to the recipient;

Bad debts of the recipient; Fines imposed on the recipient;

Penalties imposed on the recipient;

Alcoholic beverages and any expenses related to representation, entertainment, ceremonies,

parties, and celebrations;

The purchase of any goods restricted and prohibited under USAID regulations;

Any expenses related to purchases or activities which are illegal under the BiH laws;

The purchase of surveillance equipment, military equipment or arms, whether new or surplus,

police or law enforcement equipment, abortion equipment and services, weather modification

equipment, fertilizers, luxury goods, and gambling equipment;

Any expenses related to purchases or activities which are illegal under BiH or U.S. law; For FOGs: recurrent operational costs of the recipient, construction activities, and purchase of

any real property;

International travel (international travel is allowed only with prior USAID approvale.g., forstudy tours; and only when part of a milestone);

No value-added tax (VAT) costs will be reimbursed under any circumstances under grants. USAID Sida

GOLD Project will not pay VAT costs to grant recipient and these costs will be covered by grant

recipient out of its own funds.

Sub awards will not be allowed under USAID Sida GOLD Project Grants Program. Subaward meansan award of financial assistance to carry out the purposes of the program in the form of money, or

property in lieu of money, made under an award by a recipient to an eligible subrecipient or by a

subrecipient to a lower tier subrecipient. The term includes financial assistance when provided by any

legal agreement, even if the agreement is called a contract. A subaward does not include a procurement

contract for commodities or services.

The following costs are restricted by USAID and require prior approval from Deloitte and USAID:

agricultural commodities;

motor vehicles;

pharmaceuticals;

pesticides; fertilizer;


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used equipment; and

U.S. Government-owned excess property.

5.5. Cost Sharing

To be eligible for a grant award under the USAID Sida GOLD Project Grants Program, applicants will

be expected to demonstrate they are sharing the costs of the program activity for which they are

requesting funding. The minimum cost share requirement for all grants awarded under USAID Sida

GOLD Project Grants Program is 50% of the total budget of grant activity being covered by the cost

share. Higher cost share may be required through specific solicitations. Cost share contribution may be

financial or in-kind (in form of goods or services) and include costs incurred by the recipient from its

own funds, or project costs financed with cash, services or property contributed or donated to the

recipient from other non U.S. Government sources. In-kind contributions that would be acceptable if

not reimbursed may include donated office space, volunteer time dedicated exclusively to the activities,

supplies and materials, media time focused on the program activities, vehicle costs, and equipment and

other property.

All costs shared by the applicants (both financial and in-kind) must be:

o verifiable from the recipients records;o necessary and reasonable for proper and efficient accomplishment of grant activity

objectives;

o allowable under the applicable Mandatory Standard Provisions

o must not be included as cost share contributions for any other U.S. Government assisted program;

o must not be paid by the U.S. Government under another grant or agreement (unless the

grant or agreement is authorized to be used for Cost Share).

Applicants and grant recipients will be required to sufficiently document both, financial and in-kind cost

share contribution. Fulfilment of cost share commitments by grant recipients will be monitored on an

ongoing basis by the USAID Sida GOLD Project.

6.

Applying for Funding

An organization may submit a response to one of the grant opportunity announcement mechanisms

described in Section 4. An organization may also submit an unsolicited request for grant funding. Grant

opportunity announcements will contain detailed information about the type of response expected from

interested organizations, as summarized below, as well as the information about the submission process.

6.1. Grant Concept Papers

When APS is used as grant solicitation mechanism, potential recipients will be asked to first submit a

concept paper for USAID Sida GOLD Project review and feedback. Organizations that submit the most

successful concept papers may be invited to develop a full grant application. Developing a concept paper

provides potential Recipients with the opportunity to define and refine their thinking about the proposed

project or activity and provides the USAID Sida GOLD Project with an opportunity to see how well theconcept aligns with its key objectives and expected results.


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Concept papers should be short - generally not more than five pages. Ideas should be clear, concise, to

the point and should provide an overview of what is planned, who will benefit, the results expected.

Concept paper should also provide a notional estimate of the proposed budget linked to the components

of activities planned, or project milestones. This summary will form the basis of the grant application

should the potential recipient be invited to the next stage. Concept paper will include the followingsections:

1. Information about the applicant;

2. Technical proposal:

a. Problem analysis/statement of need

b. Goals and objectives of grant activity

c. Approach to grant activity (including gender and youth considerations, market

distortion and environmental issues)

d. Beneficiaries

e. Expected results and verifiable indicators of achievement of these results along

with the indication of their targets, including as a minimum the USAID SidaGOLD Project indicators of new job creation, sales/revenues, investment and

export increase

f. Sustainability

g. Activity plan/overview of the main project milestones and proposed timeframe;

3. Budget summary and cost share.

The suggested Concept Paper outline above is designed to assure that key points have been covered.

This summary will form the basis of the grant application should the potential Recipient be invited to

the next stageproducing a full grant application. Applicants are required to submit concept papers

using the Concept Paper Form with guidelines provided in Annex 1.

6.2. Grant Applications

When RFA is used as grant solicitation mechanism, applicants will be asked to submit a full grant

application. Also, organizations whose concept papers are considered to be most successful may be

asked to submit a full grant application. A full grant application should explain in greater detail what

the organization proposes to do under the grant and how. The application package should include the

following:

Grant Application Form consisting of a cover letter and the following attachments:

Technical Proposal (not more than 10 pages, excluding the summary sheet)

Budget and Budget Notes Information about Applicant Certifications and Assurances from Applicant, including:

o Assurance of Compliance with Laws and Regulations Governing Non-

Discrimination in Federally Assisted Programs

o Certification Regarding Lobbying

o Prohibition on Assistance to Drug Traffickers for Covered Countries and

Individuals (ADS 206)

o Certification Regarding Terrorist Financing, Implementing Executive

Order 13224

Annexes to Grant Application Form, including: Grant Activity Implementation Plan


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Monitoring and Evaluation Plan, if applicable Information of Previous Assistance Awards/Contracts Data supporting cost estimates Documents Demonstrating Applicants Eligibility and Capabilities (including the

minimum organizations registration documents and the most recent financial

statements for the past three years, as applicable) Completed Environmental Self-Assessment Form Survey on Ensuring Equal Opportunities to Applicants (optional, upon

Applicants Request)

Applicants are required to submit grant applications using the comprehensive grant application package

(Grant Application Form with detailed guidelines and required certifications) provided in Annex 2.

6.3. Unsolicited Requests

Those organizations that wish to request grant funding without waiting for a specific announcement may

do so at any time. However, USAID Sida GOLD Project suggests that, in such a case, the organization

submit a concept paper, without investing the time and expense necessary to submit a full application.

This will allow the USAID Sida GOLD Project to determine if the concept fits within the objectives of

its Grants Program. Unsolicited requests should be sent in electronic form to the USAID Sida GOLD

Project Grants Manager. Typically unsolicited requests are evaluated during the next available review

cycle but may be held until later if the subject matter deals with an upcoming announcement. Either

way, the USAID Sida GOLD Project will inform the organization of the status and ultimate decision.

6.4. Evaluations

All submissions will be reviewed to check for eligibility and completeness of the submission. All eligibleand complete submissions will be reviewed by USAID Sida GOLD Project Technical Evaluation

Committee (TEC). TEC will evaluate eligible submissions against the evaluation criteria specified in

grant solicitation (APS, RFA or invitation for submission of grant application). TEC will adhere to a

number of guidelines and processes agreed with USAID and Sida to avoid potential conflicts of interest

and lack of transparency, and to support fair, objective, and consistent review of all concept papers and

applications.

After a submission has been reviewed and evaluated, the USAID Sida GOLD Project Grants Manager

will notify the organization of the decision. Submissions that are not selected for funding may not be

revised and resubmitted. Submissions recommended for funding must be finalized and all reviewcomments and questions must be addressed to the satisfaction of the TEC. Applicants may be required

to provide additional information and certifications and other statements to ensure the organization has

adequate management and financial systems in place and is otherwise a responsible organization.

Possible recommendations to applicant and conditions for grant award are summarized in Table 2.

Table 2: Possible Recommendations / Conditions for Grant Award

Possible recommendations may include: Possible conditions may include:

Fully fund the project

Partially fund the project

Fully fund the project, with conditions

Partially fund the project, withconditions

Not fund the project

Grants management technical assistance before orduring the period of the grant

Amendments to technical areas of the grant activity

Amendments to the grant activity budget Requirements for additional information prior to the

start of the grant agreement


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Any other conditions deemed necessary

The Grants Manager and other relevant USAID Sida GOLD Project staff will work with applicants to

reasonably facilitate the grant application process and educate the applicants on grant compliance

requirements before the grant is awarded. The Grants Manager will report to the Project Chief of Party

(COP) on this compliance.

6.5. Pre-award Survey

A due diligence review of the applicant organization is performed as part of the evaluation process. The

USAID Sida GOLD Project will ask applicants for standard grants to complete a pre-award survey (see

Annex 3) so that the USAID Sida GOLD Project may assess whether a potential recipient is able to

successfully comply with the financial, management and programmatic requirements of the grant. The

potential recipient should be a registered entity and should have an accounting and management system

that allows it to produce both accurate and current financial records, and to properly account for all

equipment purchased with grant funds. The recipient should also have sufficient financial and

managerial strength to operate successfully and complete the work for which it has been awarded a

grant. Potential recipients may be asked to provide information reasonably required by the USAID Sida

GOLD Project to perform this due diligence. In addition, potential recipients may have to provide any

appropriate pre-award certifications, assurances and other statements that may be reasonably requested

by the USAID Sida GOLD Project. The pre-award review will also include a potential recipients checkagainst various lists of entities and individuals who are restricted from receiving U.S. federal funding

and a conflict of interest and independence check.

Before a final award determination is made, the Grants Team may conduct an on-site review of an

applicant organization to review the organizational policies and procedures and determine whether theymeet the stringent requirements for accounting for grant funds under a USAID-funded grants program.

The Grants Administrator will review answers to the Pre-Award Survey, as well as other pertinent

financial documents, to evaluate the applicant's capacity to comply with the accounting and financial

reporting under a USAID-funded grants program. If the Grants Administrator determines that an

applicant organization demonstrates a weakness in its grants management capacity, s/he will note this

and may recommend corrective measures.

For FOG the USAID Sida GOLD Project will use the FOG Entity Eligibility Checklist (Annex 4) to

assess the applicants capacity and capability for accomplishing the milestones and the applicant should

carefully review the information requested.

Prior to making any grant award, USAID Sida GOLD Project will identify potential environmental

impact of the proposed grant activities and processes. Activities that pose significant and unmitigable

adverse environmental effects and for which an adequate Environmental Mitigation and Monitoring

Plan cannot be developed to eliminate these effects and alternatives will not be funded.

6.6. Approval by USAID

All proposed Recipients, grant scopes of work and award amounts must be submitted to USAID for

approval. An award will only be made with USAID approval. In addition, the applicant may be required

to make a formal oral presentation of the proposed project to USAID Sida GOLD Project, or USAID

and Sida, in order to get a fuller picture of the proposed activity and the Recipients organization. Should


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such a presentation be required, the applicant should summarize the proposed activity into a standard

presentation using the template provided in Annex 5.

Applicants should be aware that USAID reserves the right to terminate a grant after award.

7. Award / Terms and Conditions

The grant award document sets forth the terms and conditions applicable to the Recipients grant. Thegrant award document will be issued to the Recipient upon USAIDs approval of the award. Once signedby the Recipient, the grant award document becomes binding on the Recipient. Grant terms and

conditions set forth in the grant award document may be enforced by USAID or by Deloitte.

Upon finalization, the Grants Manager will arrange for a kick-off meeting with the Recipient. USAID

grants are subject to a number of conditions with which the Recipient will need to become familiar.

Recipients must comply with the terms and conditions of the grant specified in the grant awarddocument. In addition, Recipients should understand USAID grants conditions that USAID posts on its

website at the following address: http://www.usaid.gov/policy/ads/300/303mab.pdf. Among the

provisions are the following:

Records retention.Recipients must keep the accounting books and other records supporting

the grant for 3 years from the end-date of the grant.

Audits.If a Recipient receives more than US $300,000 in a single year, it must pay for and have

an audit carried out in accordance with US Government audit guidelines.

Separate Bank Accounts. For Standard Grants, the Recipient must establish a separate bank

account solely for use of grant funds.

Budgets.Changes to the approved budget must be approved by the USAID.

Termination. USAID may direct Deloitte to terminate the Grant at any time.

Branding and Marking. Deliverables, including event announcements and materials must be

marked with the appropriate USAID and Sida logo and/or legend.

Procurement. Procurement of some goods and services and equipment is prohibited or

restricted.

Source and Origin. Nationality restrictions as to the source or origin of goods or services

procured with Grant funds may apply.

Grant Recipient Handbook available at http://goldproject.ba provides more details on these provisions

for grant recipients.

8. Project Contact Information

For any questions related to grant application process, applicants can contact USAID Sida GOLDProject Grants Manager, Zuhra Osmanovi-Pai at [email protected],or at telephone number+387 33 944 993.
http://www.usaid.gov/policy/ads/300/303mab.pdfhttp://www.usaid.gov/policy/ads/300/303mab.pdfmailto:[email protected]:[email protected]:[email protected]:[email protected]://www.usaid.gov/policy/ads/300/303mab.pdf


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Annexes

Annex 1: Grant Concept Paper FormAnnex 2: Grant Application Form and GuidelinesAnnex 3: Pre-award Survey (for Standard Grants)

Annex 4: FOG Entity Eligibility Checklist (for FOGs)Annex 5: Grant Presentation Template


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Annex 1: Grant Concept Paper Form

Grant Concept Paper

I INFORMATION ABOUT THE ORGANIZATION (APPLICANT)

1. Full Legal Name of Organization:2. Address of Organization:

3. Date and Number of Organizations Registration:

4. Tax Identification Number:

5. Telephone Number: 6. Fax Number: 7. E-mail:

8. Name of Key Contact Person: 9. Fathers Name:

10.Title of Key Contact Person:

11.Telephone number: 12.E-mail:

13.Type of Organization(mark the relevant fields): For-profit Private

Non-profit Public

14.Brief Description of Organization (briefly state the Organizations mission, vision and maingoals/activity areas):

15. Is Organization Owned by a Parent Company? (mark the relevant field) Yes No

16.Does Organization have any subsidiaries or own 5%, or more, of any other entity?

(mark the relevant field) Yes No

17.Are there any owners (shareholders) of Organization that own 5% or more of Organization?

(mark the relevant field) Yes NoIf the answer is yes, please list the owners and their percentage owned:

Name of Owner/Shareholder Type of Owner (mark therelevant field)

Percentageowned (%)

Individual Company

Individual

Company[Repeat as necessary] Individual Company

Also, please list any other entities which the owner/shareholder controls (greater than 50% ownershipor voting rights) and, if the shareholder is an individual, list any other entities in which thisshareholder serves as an officer or director:

Name of Owner/Shareholder Entities the owner/shareholder controls

Entities in which owner/shareholder serves as an

officer/director

18.Does the Organization have a computerized accounting system in place? Yes No

19.Who is the Organizations auditor?


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20. Is Organization or any subsidiary an audit client of Deloitte? Yes No

If the answer is yes, please provide the names of organization/its subsidiaries audited by Deloitte:

21.Please provide the Organizations financial information required below:

Category Data as of Dec 31, 2013

Total Annual Revenue/Sales (BAM):

Total Assets (BAM):

Total Equity (BAM):

Equity Contribution from Other Donors (BAM):

Number of Employees:___ Total ___Women ___ Men

Number of Women on Managerial Positions:

22.Provide information on the Organizations prior experience related to the proposed grant activity,listing specific projects/activities that the Organization has implemented/supported, as applicable.

23.Provide the following information on prospective/existing partners (organizations, companies)

Full Legal Name of Partner Organization:

Address of Partner Organization:

Is Partner Organization an audit client of Deloitte? Yes No

Describe the partners prior experience related to the proposed grant activity:

[Repeat this section for as many partners as applicable]II TE

II TECHNICAL PROPOSAL

24.Title of Grant Activity (maximum one line):

25.Problem Analysis and Statement (maximum half a page):

26.Goals and Objectives of Grant Activity (please provide link with USAID Sida GOLD project keyobjectives) (maximum half a page):

27.Approach to the Activitydescribe the proposed approach by answering the following questions(maximum one page):


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How will the Activity be carried out?

Who will carry out the Activity (identify project team and other relevant stakeholders)?

Where will the Activity be implemented (identify location/s)?

When will the Activity be implemented (provide the anticipated start date and finish date)?

Will the Activity involve investing in new technologies, and if yes, what type technology?

If the Activity is expected to create market distortion, how will this distortion be mitigated? What impact (if any) will the activity have on the position of women and youth?

What environmental impact (if any) will the activity have and how will impact bemonitored/addressed?

28.Project BeneficiariesIdentify direct and indirect project beneficiaries and their number, andexplain how they will benefit from the grant. (maximum half a page):

29.Expected Results (maximum half a page):

Identify the results expected to be achieved by the Activity and provide the link to the grantobjectives defined under section #26 above.

Also, identify verifiable indicators of achievement of these results and their estimated targets.As the minimum, provide the values for the following key USAID Sida GOLD Project impactindicators by completing the table below. Add additional indicators as necessary. Please usequantitative indicators wherever possible.

Name of Indicator Target Value at Project Completion

Number of new jobs created: Total ____ Men: ____ Women: ____

Increase in investment (BAM):

Increase in revenues/sales (BAM):

Increase in exports (BAM):

Add additional indicator [Name]



30.Sustainability - explain how the Organization will sustain the impact of Activity and monitor andreport on results after the grant is closed (maximum half a page):

31.Activity Plan/Milestones indicate the proposed project duration/timeframe and provide theoverview of the main project activities/milestones (maximum half a page)[Milestones are provided for Fixed-obligation grants (FOGs). Milestones are for a verifiableproject product, task, deliverable, or goal. For FOGs, monitoring is made by milestones, budgetis produced by milestones, and grant funds disbursement is made following the verification ofsuccessful milestone completion. For Standard and In-kind grants, define activities.]

Activity/Milestone Anticipated Start Anticipated Finish[Name 1:]


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[Name 2:]

[Name 3:]

Etc.

III BUDGET

a) Provide a brief budget narrative indicating the total estimated cost of the proposed activity, theshare requested from USAID Sida GOLD Project and the cost share provided by theOrganization or contributed to the Organization by the third parties. Explain the structure ofcost share and describe in-kind contributions. For Fixed-obligation Grants (FOGs), providebudget by project milestones and explain how the costs of each milestone were estimated. ForStandard Grants, provide budget by line item and explain how the costs of each line item wereestimated. For In-kind grants, provide budget by equipment/commodities items, withexplanation.All amounts required from the USAID Sida GOLD Project should be before Value-Added Tax(VAT). VAT costs will not be paid to grantees by the USAID Sida GOLD Project and they willtherefore be covered by grantees. All amounts should be in BAM and without decimal places.

(Maximum one page)


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b) Complete the table below by providing the details of estimated costs by milestones and by funding sources. The Table is available in MS Excel formatathttp://goldproject/.ba .Data should be entered only in white cells. The shaded cells contain formulas and should not be changed .

Budget Item / MilestoneDescription

of Costs

Total Grant

Activity Cost

(A+B+C)

(A) Requested from

GOLD

(B) Applicants

Contribution

(C) Third Party

Contribution to

Applicant

Name of Third Party/ies

Contributing Funds

BAM BAM % BAM % BAM %

[Name 1]-

0% 0% 0%

[Name 2]-

0% 0% 0%

[Name 3]-

0% 0% 0%

[Name 4]-

0% 0% 0%

Etc.-

0% 0% 0%

-0% 0% 0%

Project Total:- -

0%-

0%-

0%-

(A+B+C) Total Grant Activity Costs (BAM) - 0%

(A) Requested from USAID Sida GOLD (BAM) - 0%

(B+C) Cost Share (BAM) 0%

(B) Applicant's Contribution (BAM) - 0%

Financial 0%

In-kind 0%

(C) Third-party Contribution to Applicant (BAM) - 0%

Financial 0%

IN-kind 0%
http://goldproject/.bahttp://goldproject/.bahttp://goldproject/.bahttp://goldproject/.ba


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Name and Signature of theOrganizations Authorized Representative:

Date of Submission ofGrant Concept Paper:

Name:_____________________________________Title:

_____________________________________Full Legal Name of the Organization:_____________________________________

____________________________________(dd/mm/yyyy)

Signature:_____________________________________


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Annex 2: Grant Application Form and Guidelines

Grant Application

Name of Organization: ____________________Address of organization: ____________________

Name of contact person: ____________________Telephone/Fax number: ____________________E-mail: ____________________Date: ____________________

[Name], Grants ManagerUSAID Sida GOLD ProjectLjubljanska 9, 71000 Sarajevo

Subject: Grant Application

With this letter and attachments, _________________ [insert Organizations Name]is applying for a grantfrom the USAID Sida GOLD Project. We are requesting a grant to: [insert one sentence description ofactivity to be funded by grant].

The total value of our grant request from the USAID Sida GOLD Project is BAM_______, or____% of thetotal cost of grant activity. The costs of grant activity to be shared by our organization amount to BAM____, or ___% of the total cost of grant activity, consisting of ___ BAM (__ %) financial contribution and___ BAM (___ %) in-kind contribution.We are applying for [mark the relevant field]:

Standard Grant Standard grant provides funding to Recipient periodically, for reimbursement of

costs generated during the period. USAID Sida GOLD Project Standard Grants

are limited to $100,000.

Fixed-Obligation Grant (FOG)

FOG provides a fixed amount of funding as Recipient achieves each part of a fixedset of project milestones/benchmarks. USAID Sida GOLD Project FOGs are

limited to $100,000 and up to three years duration.

In-kind Grant. Grant funding is used to procure tangible assets for Recipient. USAID Sida GOLD

Project in-kind grant is limited to $100,000 and grant award duration is to be

determined, but should not exceed December 31, 2017.

The estimated startdate for proposed grant activity: _____________[dd/mm/yyyy].

The estimated enddate for proposed grant activity: ______________[dd/mm/yyyy].

This application consists of the following materials:Attachment 1 Technical Proposal

Annex A. Grant Activity Implementation PlanAnnex B. Grant Activity Monitoring and Evaluation Plan (if applying for StandardGrant)


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Annex C. Information of Previous Assistance Awards/ContractsAttachment 2 Budget and Budget Notes

Annex D. Supporting Data for Cost EstimatesAttachment 3 Information about ApplicantAttachment 4 Certifications and Assurances from Applicant

Annex E. Documents Demonstrating Applicants Eligibility and Capabilities

Annex F. Environmental Self-Assessment FormAnnex G. Survey on Ensuring Equal Opportunities to Applicants (optional, uponApplicants Request)

Sincerely,

_________________________________ [Name of the Applicants Authorized Representative]

_________________________________ [Title of the Applicants Authorized Representative]

_________________________________ [Full Legal Name of the Organization]

_________________________________ [Signature of the Applicants Authorized Representative]

_________________________________ [Date of Submission of Grant Application]


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ATTACHMENT 1: TECHNICAL PROPOSAL

SUMMARY SHEET[This sheet must not exceed one page. If it contains two pages, only the first page will be read]

Title of GrantActivity:

[Maximum one line]

Location(s) of

Implementation:

[Indicate the geographic areas where the project activities will be implemented and areas that

will benefit from project activities. Provide the names of beneficiary municipalities/cities orregions.]

Costs of Grant Activity:

(A+B) Total CostsBAM

(A)Requested from

GOLD

(B) Cost Share

(Applicants or Third Party Cash or In-kind Contribution)

BAM % Total (BAM) % Cash BAM % In-Kind BAM %

Duration ofGrant Activity:

___________ monthsEstimated Start Date: ________________ Estimated End Date: ________________

Objectives ofGrant Activity:

[General and specific objectives]

Partners: [Organizations responsible for carrying out the proposed activities together with Applicant, in themanner and scope defined in this application]

TargetGroup(s):

[Groups/entities that will be directly positively affected by the grant activity at the projectpurpose/general objectives level]3

FinalBeneficiaries:

[Organization/persons who will benefit from the grant activity in the long term at the level of the

society or sector at large]4

ExpectedResults:

[Indicate the main results of grant activity and key verifiable indicators of their achievement

(outcome or impact indicators), along with their targets.]

Main Activities/Milestones

[List the main activities if applying for Standard or In-kind grant, and milestones if applying for

FOG]

3E.g., if the Project aims to increase public administration capacities, target group can be municipal specialists.4E.g., if the effectiveness of municipal administration services increases, local population and business will benefit.


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1. BACKGROUND/STATEMENT OF NEED [maximum 1 page]

Provide a detailed presentation and analysis of the problems and their interrelation at all levels.

Provide a detailed description of the target groups and final beneficiaries, and their estimatednumber.

Clearly identify the specific problems to be addressed by the grant activity, as well as the perceived

needs and constraints of the target group(s). Demonstrate the relevance of the grant activity to the needs and constraints of the target areas in

general and to the target groups/final beneficiaries in particular, and how the grant activity willprovide the desired solutions, in particular for the target beneficiaries. Use evidence and data tosupport your justification.

Demonstrate the relevance of the grant activity to the objectives and priorities of the USAID SidaGOLD Project.

2. GOALS, OBJECTIVES AND GEOGRAPHIC FOCUS OF GRANT ACTIVITY [max 1 page]

Describe the overall objective(s) to which the proposed grant activity aims to contribute.

Describe the specific objective(s) that the proposed grant activity aims to achieve. Specificobjectives should be SMART (specific, measurable, achievable, realistic and time-bound).

State where the grant activity will be implemented (identify geographic areas, location/s,municipalities/cities). Organization must demonstrate its ability to effectively implement servicesin that target area (e.g. is already working in that area or has strong relationships and can quicklyexpand services in that area). Applicant must be able to demonstrate additonality of the proposedgrant activity, which is defined as a rapid scale-up or expansion of an existing program that willrequire minimal overhead and operational costs.

3. EXPECTED RESULTS AND TECHNICAL STRATEGIES [max 3 pages]

3.1.

Expected Results

Indicate how the proposed grant activity will improve the situation of targetgroups/beneficiaries and technical and management capabilities of target groups and/or localpartners, where applicable. Provide link to goals and objectives defined under section 2 above.

Identify verifiable indicators of achievement of these results and their estimated targets. Asminimum, provide the data for the four USAID Sida GOLD Project key indicators listed belowin order to illustrate how the proposed activity will contribute to the main USAID Sida GOLDProject targets. Add additional indicators as necessary. Use quantitative indicators whereverpossible.

Name of Result Indicator Target Value (cumulative)

Year 1 Year 2 Year 3

1. Number of new jobs created: Total: ___Women: ___Men: ___Youth5: ___

Total: ___Women: ___Men: ___Youth: ___

Total: ___Women: ___Men: ___Youth: ___

2. Increase in revenues/sales(BAM)

3. Increase in investment (BAM)

4. Increase in exports (BAM)


[Repeat as necessary]

5Youth is defined as persons from 18-30 years of age.


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3.2.

Methodology

Describe the methods of implementation of the proposed activities and reasons for the proposedmethodology.

If the grant activity is the prolongation of a previous action, explain how it is intended to build

on results from the previous action. If the grant activity is part of a larger program, explain how it fits or is coordinated with this

program. Identify potential synergies with any other current or planned future initiatives, inparticular those funded by the USAID and/or Sida.

Describe the stakeholders attitude to the proposed grant activity in general, and to the specificactivities in particular.

If the grant activity will involve investing in new technologies, describe the type of technologyand explain how this will benefit the sector as a whole.

Explain what environmental impacts (if any) will the proposed grant activity have and how willthis impact be monitored and addressed.

If the grant activity is expected to create market distortion, explain how this distortion will bemitigated and provide the relevant market distortion mitigation activities in Implementation

Plan. Explain how the women and youth will directly benefit from the grant activity (if so) and what

impact (if any) will the grant activity have on gender equity and equality and the position ofyouth.

3.3.Beneficiaries

Indicate who will be the final beneficiaries of grant activity and provide their estimatednumber(s), if possible by year of implementation of grant activity.

Where applicable, provide the gender disaggregated data on beneficiaries, and indicate thenumber(s) of youth that will benefit from the grant activity, if possible by year ofimplementation of grant activity.

3.4.

Sustainability

Describe the main preconditions and assumptions for grant activity, during and after theimplementation stage.

Identify the main risks associated with proposed grant activity, mitigation strategy and possiblecontingency plans. A sound risk analysis should address a range of relevant risk types, such asphysical, environmental, political, economic and social risks.

Explain how sustainability will be ensured after completion of grant activity, i.e. how thebenefits will be produced by grant activity after external funding has ended. This may includespecific measures and strategies built into the grant activity, such as institutionalization ofactivity results, policy support, follow-up activities, ownership by target groups/beneficiariesetc. The following types of sustainability may be addressed:

o Economic/financial sustainability (ensuring acceptable level of financial and economicreturn; ensuring financing for follow-up activities and future operating and/ormaintenance costs etc.);

o Institutional-level sustainability (ensuring institutional and management support toactivities and operations after external funding has ended, local ownership of outputsand results etc.);

o Policy-levelsustainability (institutionalization of policy initiatives and outcomes);


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o Environmentalsustainability (what environmental implications will the grant activityhave and how will potential negative impacts on the environment be avoided ormitigated).

4. IMPLEMENTATION PLAN / MILESTONES [maximum 2 page]

State when the grant activity will be implemented (provide the anticipated start and finish dates).

Describe in details specific activities that will be undertaken to produce the expected results, alsodescribing activities to be implemented by target population or project partners, justifying thechoice of activities, indicating their sequence and interrelation, and specifying where applicable theroles of each partner.

For FOGs: Provide the list of grant activity milestones using the table below. Milestones are for averifiable product, task, deliverable or goal of the applicant to be accomplished. For FOGs, budgetis produced by milestones and fund disbursement is made based on verification of milestonecompletion. Grant activities will be monitored and evaluated against these milestones.

Milestone Name Milestone Verification Expected Time ofCompletion

[Name of Milestone 1] How will the recipient document thecompletion of the product, task, deliverable, orgoal?

[Name of Milestone 1]

Etc.

Provide the detailed Implementation Plan using the provided format and guidelines in Annex A.

5. MONITORING AND EVALUATION [For Standard Grants only]

Provide a narrative description of how the Organization will use monitoring data to guideprogramming decisions and interventions.

Provide the detailed information about activities performance monitoring in Annex B, using theprovided format and guidelines.

6.

COORDINATION AND COLLABORATION [maximum 1 page]

Describe roles and involvement of various actors and stakeholders in grant activity, including localauthorities, target groups and partners, and explain why these roles have been assigned to them.

Indicate how the grant activity will be coordinated with other relevant projects in the target area.

Describe how the grant activity will be integrated into other projects/services your Organizationalready offers.

7.

MANAGEMENT PLAN [maximum 1 page]

Describe how the project will be managed. Describe systems that exist or will be put in place toenable Organization to effectively manage the grant activity.

If applying for Standard Grant, describe the composition and organizational structure of theproposed project team, and titles, roles and responsibilities of key personnel. Provide the CVs ofup to three key personnel in annex, including the Project Manager. CVs should not exceed one pageeach.

Include information on technical and managerial experience of the proposed project manager aswell as any other technical personnel. Experienced, qualified personnel in relevant disciplines andareas should be provided for project management and staff.


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Indicate who will liaise with USAID Sida GOLD Project.

8.

ORGANIZATIONAL CAPACITY [maximum 1 page]

Provide a statement of your corporate capabilities. This should be a one-paragraph summary ofyour organization's key qualifications and capabilities, along with a value proposition for the

proposed grant activity. It should indicate who your organization is and what it does, and what aclient can expect from your organization.

Provide a brief description of your present and ongoing actions/projects that have a directrelationship to the proposed grant activity and the actions/projects that demonstrate past experiencein implementing similar programs. Describe your Organization's relationship with the targetpopulation and demonstrate commitment to working closely with the target population. Ifapplicable, describe relevant collaborative efforts your organization has undertaken jointly or incoordination with other institutions.

If your organization is a new one, describe the past experience and efforts that resulted in itsformation. Please also provide a concise summary of the positive impact that resulted from thispast experience.

Applicants may also provide a list/brief description of any publications or reports that demonstrate

any special qualification and experience that your organization has, related directly to the proposedactivities (do not attach the publications or reports).

Provide brief information on up to three (preferably similar) actions/projects managed by your

organization for which your organization has received assistance awards or contracts over the

past three years in Annex B.


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ANNEX AGRANT ACTIVITY IMPLEMENTATION PLAN

Provide detailed implementation plan for grant activity using the format provided in table below.

If applying for a FOG, define milestones. Milestones are for a verifiable product, task, deliverable or goal of the organization/applicant.The name of the milestone should therefore be a description of the product, task, deliverable or goal to be accomplished. Grant activitieswill be monitored and evaluated based on milestones, grant budget will be produced by milestones, and funds disbursement will be madefollowing verification of successful milestone completion.

If applying for Standard or In-Kind grant, define main project components/results and activities that lead to their completion.o Activities are smallest units of work that have the definite duration, logical relationship with other activities in the project,

resource consumption and associated costs.o If the nature of grant activity is such that it has to start in specific month/year, than this specific month/year should be indicated. In

all other cases, implementation periods should be indicated as Month 1, Month 2 etc. Any interim time periods (months) whenactivities will not be implemented must be included in implementation plan6.

o The most probable duration of each activity is recommended to be indicated, rather than the most optimistic (shortest) duration, inorder to account for all factors that may affect the implementation timetable.

Implementing body mean either the applicant and/or any of the partners.

For Standard and In-kind grant define output of each activity. For FOG, define the verification method.

Activity/Milestone

ImplementingBody(ies)

ActivityOutput /

Milestoneverification

method

Implementation Period [Mark the months in which the milestone/ activity will be implemented]

Year 1 Year 2

M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12 M1 M2 M3 Etc.

[Name 3]

[Name 2]

[Name 3]

[Name 3]

Etc.

6As indicated in the Cover Page of this Application Form, the maximum duration of FOG grants is three years. Maximum duration of standard grants and in-kindgrant is to be determined. All grants must be closed by December 31, 2017 the latest.


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ANNEX BGRANT ACTIVITY MONITORING AND EVALUATION PLAN (applicable only if applying for Standard Grant)

Complete the table below and include clear performance indicators and their targets to measure progress.

Activities should be identical to those provided in Annex AGrant Activity Implementation Plan. Performance indicators should indicate outputs or results of individual activities. Quantitative indicators should be used wherever possible.

Target value should indicate the desired value of performance indicator at the completion of grant activity. For quantitative indicators,target values should be numbers, either in absolute or percentage terms.

Data Source should indicate the source from which the performance indicator target data will be collected.

Frequency should indicate the frequency of data collection for performance indicator (i.e. monthly, quarterly etc.)

Data Verification Method should indicate how the collected performance indicators data should be verified.

ActivityPerformance

Indicator

Target

ValueData Source

Data

Collection

Method

Frequency

Data

Verification

Method

[Activity 1 - Name]

[Activity 1.1. - Name]


Etc.

[Activity 2 - Name]



Etc.


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ANNEX CINFORMATION ON PREVIOUS ASSISTANCE AWARDS/CONTRACTS

Provide brief information on up to three (preferably similar) actions/projects managed by your organization

for which your organization has received assistance awards or contracts over the past three years. The tables

must not exceed one page each. If table has two pages, the second page will not be read.

Name of Project/Activity 1:Sector:

Location of Implementation:

Period of Implementation: From: (mm/yy) To: (mm/yy)

Name of Donor and Point of Contact:

Address, phone and e-mail:

Amount Contributed by Donor:

Amount Cost-shared by Organization:

Project/Activity Partners:

Main Objectives:

Main Results:

Name of Project/Activity 2:

Sector:








Main Objectives:

Main Results:

Name of Project/Activity 3:

Sector:








Main Objectives:

Main Results:


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ATTACHMENT 2: BUDGET AND BUDGET NOTES

1.

BUDGET

Applicants should provide a realistic, reasonable, complete and justifiable budget necessary toimplement the proposed activities/milestones described under the technical proposal.

If applying for Standard Grant, applicants must provide budget by main line items (such as salary,fringe, travel cost etc). Detailed explanation of how the costs of each line item were calculated shouldbe provided under Budget Notes section

If applying for FOG, applicants must provide budget by project milestones (milestones are for averifiable project product, task, deliverable, or goal). Detailed explanation of how the costs of eachmilestone were calculated should be provided under Budget Notes section.

If applying for In-kind grant, applicants should provide the budget by specific items ofassets/equipment, indicating unit costs, number of items and total costs.

All amounts required to be funded by USAID Sida GOLD Project should be before Value-Added Tax(VAT). VAT costs will not be paid to grantees by USAID Sida GOLD Project and will therefore becovered by grantees.

All amounts should be in BAM and without decimal places. Awards will be denominated in US dollars

but paid out in local currency. All tables provided below are available in MS Excel on http:/www.goldproject/.ba

Applicants should provide:

completed Table 1 completed Table 2(a) if applying for Standard Grant, or Table 2(b) if applying for FOG or

Table 2(c) if applying for In-Kind grant; and

budget notes.

Applicant should provide supporting documentation for calculation of staff costs in Annex D (copiesof pay slips, complete Bio-data form or other document). Additional supporting data for cost calculationmay be required prior to awarding a grant (such as copies of organizational policies, vendor quotesetc.).


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Complete the Table 1 below by providing the estimated costs by line items, project year and funding sources. If applying for Standard Grant, line-items must correspond to main budget lines, as shown in Table 2(a). If applying for FOG, line-items must correspond to project milestones. Ifapplying for In-kind grant, line items should correspond to equipment items.

Table 1: Grant Activity Budget and Cost Share Contribution


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If applying for Standard Grant, complete the Table 2(a) below by providing the details of costs to be funded by USAID Sida GOLD Project, bybudget line item.

Table 2(a): Detailed Cost Estimate by Budget Line Item


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If applying for FOG, complete the Table 2(b) below by providing the details of costs to be funded by USAID Sida GOLD Project, by milestone andline item.

Table 2(b): Detailed Cost Estimate by Milestone for FOG


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If applying for In-kind grant, complete the Table 2(c) below by providing the details of assets/equipment to be purchased by USAID Sida GOLD

Project.

Table 2(c): Detailed Cost Estimate for In-kind grant

Description of

Assets/Equipment

Type of Assets/Equipment No. of

units

Unit

Cost

BAM

Total Cost Requested

from GOLD (BAM)

Cost Share (BAM)


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2. BUDGET NOTES

The purpose of budget notes is to help USAID Sida GOLD Project Grants Program Technical EvaluationCommittee and donors better understand the organizations budget, specifically the rationale for unitcosts and quantities. Use this template to guide the development of your budget notes. Add additionalinformation as necessary to clarify your budget inputs, and delete information that is not relevant to your

budget.

2.1.Introduction

Briefly explain the purpose and rationale for budget notes. For example:

[Organization Name] is pleased to provide this budget narrative for the grant activity titled [GrantActivity Title], estimated to be implemented in the period from [Grant Activity Estimated Start Date] to[Grant Activity Estimated End Date], in duration of [Grant Activity Estimated Duration in Months].The purpose of this narrative is to describe the rationale for our grant activity budget. Costs presentedin our budget reflect our proposed scope of work, as outlined in Attachment 1Technical Description,and are based on our experience implementing projects and activities with a similar scope and duration,as well as additional information on the costs of necessary resources. We are happy to provide any

additional information or support upon request.2.2.Detailed Budget Notes7

I f applying for Standard Grant:

For Standard Grants, the grant activity application budget is the budget summary table presented inSection 2Budget and Cost Share Contribution, which presents the grant activity budget by budget linesdescribed below.

Salar ies and Wages

Salaries and wages represent any direct payments of grant funds to staff (either Organization's currentemployees or staff to be hired for grant activity) for their direct engagement on grant activity. All salariesand wages costs presented under this budget line are base rates and do not include any fringe benefits8.

All salaries and wages under this budget line should include tax as per the relevant local legislation.Describe all positions that will contribute to grant activity using the table below. Provide a copy of yourcurrent payroll register to support the salary rates for current staff named in this budget, or a signed copyof a completed Bio-data (1420) form to support the salary rates of proposed staff that are named in thebudget but not yet employed by your organization. For those positions where a specific individual hasnot been named, describe justification for proposed salary rate and list the supporting documentationincluded in the annex.

Position

TitleName

Level of

EffortResponsibilities

Rate

Justification

Proposed rate

including tax (per

month)

E.g. ProjectManager

CharlesSmith

100%

(12months)

Oversee implementation

of project activities;supervise staff

Bio-data (1420)form

BAM 4,000 per

month

E.g. FinanceManager

JohnAdams

25% (3months)

Manage financialsystems; oversee projectspending; ensureexpenses are in linewith project budget

Current payrollregister

BAM 2,500 permonth

Etc.

7For funds requested from USAID Sida GOLD Project.

8Contributions from salary in line with local Bosnia and Herzegovina legislation (Doprinosi iz plate) shouldbe included under this budget line as part of salaries and wages. Contributions paid on salary (Doprinosi naplatu) should be treated as Fringe Benefits (item 3.2.2.).


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Fringe Benefi ts

Fringe Benefits are paid for the relevant portions of staff salaries, in line with the relevant locallegislation and Organizations established policy. Describe the Fringe Benefits that your Organizationwill pay to staff directly engaged on grant activity using the table below. In the column RateJustification/Applicability indicate what type of staff is eligible for specific Benefit (e.g. only

permanently employed staff, temporary staff, consultants, volunteers, others) and legal basis for specificBenefit (e.g. applicable local labor laws, Organizations internal policy, other). Include a copy of anysuch supporting Organizations internal policy documents as an Annex.

Fringe Benefit Name Fringe Benefit DescriptionRate

Justification/Applicability

Rate (% and basis)

E.g. Contributions onSalary9

Mandatory SocialContributions

Rulebook on ContributionsPayment

10,5% on grosssalary

E.g. Annual Bonus Performance-based annualsalary increase

Organization policy(attach)

Up to 3% of netsalary

Etc.

Consultants

Consultants costs are direct payments to staff engaged for providing specific technical support duringa limited period of time during grant implementation.

State the total number of consultants anticipated to support the grant activity.

Provide the details on each consultant by completing the table below. Include copies ofdocuments supporting the proposed consultancy rates (e.g. Bio-data form, organizational policyetc.) as an Annex.

Consultant Role/Responsibility# of persons

& daysRate Justification

Proposed Rate

E.g. EducationTrainer Conduct a 3 day workshop totrain peer educators 1 person x 5days Bio-data (1420)form 300 BAM/day

E.g. Technicalexpert

Provide technical support on[describe the area] 5 days amonth

15 persons x5 days x 12months

Rate dictated byorganization policy

200 BAM/day

Etc.

Travel and Tr ansportation

Travel and Transportation costs include local or international travel and per diem costs for staff engagedon grant activity and/or beneficiary staff, as well as the costs of transportation of materials forimplementation of grant activity.

Describe how the travel and transportation costs for staff and/or beneficiaries are estimated (e.g.according to the anticipated scope of work and organizations previous experience on similarprojects).

Describe the basis for air travelrates (e.g. economy class fares) and support this by quotesprovided as an Annex.

Describe the basis for ground transportation rates(taxis, hired cars, personal vehicle use),providing the rationale for unit costs.

Describe the per diempolicy, explaining to whom your organization provides per diem (e.g.staff on travel, volunteers, participants at workshops etc.). Describe the basis for per diem rates(e.g. organization policy, local government rates etc.)

9Contributions on Salary (Doprinosi na platu) are considered Fringe Benefits, in line with local legislation in

Bosnia and Herzegovina.


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Provide details on all the trips anticipated to be taken to support the grant activity by completingthe table below.

Destination(travel

relation)

Transportation Mode

No. oftrips

No/titles ofpersons on trip

Purpose of trip Unit Cost

E.g. Sarajevo-Frankfurt-Sarajevo

Airplane 1 12 (10beneficiary and 2project staff)

Investmentpromotion at theindustrial fair

600 BAM perreturn air ticket

E.g. Sarajevo-Tuzla-Sarajevo

Taxi orhired car

7 2 project staff Oversight andparticipation at theworkshop

1 BAM perkilometer (taxi);400 BAM per day(hired car)

E.g. Tuzla-Banja Luka-Tuzla

Projectvehicle

3 20 beneficiarystaff

Participation atbusiness fair

0,25 BAM perkilometer

E.g. Sarajevo-Mostar

Personalvehicle

10 1 project staff 0,25 BAM perkilometer

Other Di rect Costs

Other Direct Costs cover various operating costs of implementation of grant activity, excluding staffand travel and transportation costs. These may be general operating expenses that are shared acrossseveral projects implemented by your organization, or expenses that are fully allocated to grant activity(e.g. the costs of events organized under grant activity.

Explanation/justification for calculation of each type of costs under this budget line should be provided.For general operating expenses that are shared across several projects implemented by yourorganization, a percentage of these costs should be budgeted and charged to grant activity.Explanation/justification of how this percentage was calculated should be provided. For example:

Office Rent: The organization has an office located in[XXX place(s)]where staff working on this grant

activity will be based. The total [monthly/yearly] rent for the organizations offices spaces is [XX BAMamount], as documented in the [indicate the documentation provided]included in the Annex. X% ofthis total amount has been charged to the grant activity based on [calculation for shared expenses for

grant activity, or describe other justification for this %].

Office Utilities: The organization pays for utilities including [e.g. electricity, water, Internet etc.]on a[monthly/quarterly/yearly]basis, as documented in the [indicate the documentation provided]includedin the Annex. We have budgeted XX BAM for utilities per [month/year]for this grant activity, basedon the following calculation: [describe calculation or justification]. Costs are budgeted on a[monthly/annual/one time]basis over the life of the grant activity.

Office Supplies:We have budgeted f