Pact Lesotho Pre-bidders briefing Wednesday, 7 th February 2018

Transcription

1 Pact Lesotho Pre-bidders briefing Wednesday, 7 th February 2018

2 Stepping up universal Access: A multisectoral Partnership Response to HIV prevention at the Community Level

3 Purpose Request for Applications (RFA) is a solicitation for grant proposals. The RFA: describes the objectives of the program to be funded explains the technical area of focus, qualifications required of applicants criteria for evaluating applications provides information on funding and other relevant details 3

4 HIV Prevention Program Objectives Objective 1:Increase access to HIV/AIDS and TB education resources; Objective 2: To contribute to strengthen health system capacity to enable efficient accelerated delivery of prevention, treatment and care services; Objective 3: Increase the number of HIV and /or TB positive FSW, MSM and TG who are tested, referred, and enrolled into treatment and supported to suppress their HIV viral load; Objective 4: Increase access to SRH commodities through distribution of condoms, lubricants and Family planning commodities ; and 4

5 HIV Prevention Program Objectives Objective 5: Creating enabling environment through community networks and awareness raising on acceptance of KP at community level. Objective 6:Sensitization of service providers on KP i.e. health care workers, law enforcement etc; 5

6 Targeted Program Areas This is HIV and TB Prevention program for key populations ( FSW and MSM): Proposed program approaches and activities should use available evidence and theory-based best practice models; All Concept papers should explicitly define the target audience(s) and the rationale for this focus; Organizations receiving support from other sources to implement HIV/AIDS activities similar to those proposed must describe how the support they are seeking through Pact would complement their existing project(s) 6

7 Targeted Program Activities Facilitate evidence based curriculum to foster social and behavior change; Referrals and linkages to HIV Testing Services, Prep, TB, SRH and family planning, voluntary medical male circumcision (VMMC), STI screening, and HIV care and treatment; Establish and/or support chronic illness/art adherence clubs for members of the target group; Conduct outreach HTS interventions and support partner notification strategies to increase uptake of HTS within sexual networks 7

8 Eligible Organizations Legally registered Lesotho NGOs, FBOs, and CBOs. Organizations can apply individually. Neighbouring Country NGOs, FBOs and the CBOs partnering with locally registred Lesotho NGOs, FBOs and CBOs International NGOs, FBOs and CBOs partnering with locally registered Lesotho NGOs, FBOs, and CBOs, Organizations with demonstrated ability to comply with Lesotho governing laws. For-profit organizations willing to forego profit Parastatals and partner with NGOs 8

9 Types of Partners Pact Lesotho is looking for implementing partner/s that will serve as sub recipient/s (SR) and provide direct service delivery and/or program implementation to the communities, while receiving financial and technical support and supervision from Pact through the cost reimbursable award/s 9

10 Monitoring, Evaluation, and Reporting Requirements

11 Monitoring, Evaluation and Reporting (MER) Compliance for the Proposal 11

12 Applicants are encouraged to download Pact s Monitoring, Evaluation and Reporting Manual for HIV Programs from This manual provides details on: Results frameworks Setting goals, objectives and targets MER systems and data quality 12

13 All applications must include a plan detailing how it will document, monitor, and evaluate project performance. Concept papers that do not include such a plan will be deemed non-compliant and will not be further reviewed. Monitoring cost must be included in budget (recommended as 5-15% of total budget). 13

14 Applicants must include information on the monitoring evaluation, and reporting team key roles responsibilities: Data collection in program sites Data verification and supervision Data collation and analysis Report writing 14

15 Monitoring, Evaluation and Reporting (MER) Compliance after the awards 15

16 Data quality is a critical component of the Grant, and SRs must develop systems to ensure data quality and must be prepared for data quality audits 16

17 SRs must comply with all the Grant reporting requirements, including but not limited to timely: Annual and Semi-Annual Performance Reports Quarterly Data and Financial Reporting SRs will be responsible for ensuring that all country-specific reporting requirements and deadlines are met 17

18 The SRs will also be responsible for submitting: Annual work plans developed in concert with other partners and aligned to annual budgets Comprehensive Monitoring, Evaluation and Reporting Plan 18

19 Reporting Requirements Program reporting requirements include: ü Quarterly Narrative reports ü Quarterly data reporting ü Semi-annual and Annual progress reports 19

20 Reporting Requirements Progress reports, containing, at a minimum: Progress (activities completed, benchmarks achieved, performance standards completed) since the last report by project objectives Problems encountered and proposed solutions to new or ongoing problems Success stories Documentation of best practices that can be taken to scale List of upcoming events with dates 20

21 Reporting Requirements Final report at the end of the period of performance. The SR will provide a completion report which highlights: accomplishments against work plans gives the final status of targets, indicators, benchmarks and results addresses lessons learned during implementation suggests ways to resolve constraints identified provide recommendations for follow-on work that might complement the completed work 21

22 Other Reporting Requirements Monthly financial reports including, at a minimum: Total funds obligated to date by Pact Total funds previously reported as expended Total funds expended in the current quarter by the awardee by the main line items Total un-liquidated obligations by main line items Unobligated balance Other Reporting: Value added tax payment and reimbursement Inventory/asset registers 22

23 SRs must report on the required indicators relevant to their program area, as laid out in the RFA document 23

24 Program Indicators This Program core indicators include: 1. Percentage of MSM and Female Sex workers reached with HIV prevention package-defined package of services; 2. Percentage of MSM and Female Sex Workers that have received an HIV test during the reporting period and know their results; and 3. Percentage of MSM and Female Sex Workers using PrEP in priority men who have sex with men PrEP populations Applicants must demonstrate ability to monitor results Applicants must select appropriate GF indicators for their proposed program from those listed in the RFA Applicants should clearly state how proposed activities relate to the respective indicators and how data will be collected, verified and reported to document progress toward these indicators 24

25 Program Indicators In addition to TGF indicators, applicants are free to include other indicators and evaluation procedures relevant to monitoring their program goals (you are not limited to only the GF indicators, but you must include them). Pact Lesotho will evaluate the progress of the grant (in part) by monitoring selected indicators and assessing these in relation to the overall targets set by the SR. Pact will provide technical assistance and training as required to support SR Monitoring, Evaluation, and Reporting efforts. 25

26 How to Apply 26

27 Application Process RFA Requirements: ü Eligibility Page 8 ü Scope of work and Programmatic focus Page 4 to 6 ü Funding level and duration Page 6 ü Evaluation Process Page 10 to 12 ü Submission deadlines Page 8 27

28 Application Process Applicants may submit a Concept Paper for one, or both of the target areas 28

29 Concept paper/proposal Content: Application Process Innovative strategies that promise to enhance the search for local solutions (Solutions created with the people we serve), partner to enhance program impact and make the lives measurably better will be evaluated in line with: a. Compliance with local circumstances; b. Regional and internationally recognized standards; c. Their promised reasonableness to achieve the stated results; d. Demonstration of coordination and alignment with the policies and the strategies of the government of Lesotho and other local efforts; e. Demonstrated linkages to ongoing programs and commitment to target community; f. Demonstration of involvement of key populations have been integrated (the role of key populations in the design, execution and evaluation) in the program description g. Description of sustainability plan; other strategic approaches 29

30 Application Process Summary budget template: 1. Complete columns for the program duration as proposed in the Concept Paper. 2. Use US dollars amounts based on an exchange rate of $1= Maluti. 3. Do not change the line item categories listed in the template, however, feel free to add sub categories under the main categories as needed. 4. Include the level of effort (LOE) allocated to the proposed project for each staff member listed as percentage of their overall time. 5. Adhere to the 30:70 cost efficiency ration for Personnel versus the program and administration costs of the entire budget/ cost application. 5. Travel should be separated as local or international, as needed; any international travel should indicate the origin and destination. 6. Training and workshops should be briefly noted in the Concept Paper, if applicable 7. Include any consultant costs if applicable Please use spreadsheet template provided

31 Application Process SUMMARY BUDGET Pact Lesotho RFA LSO-H-PACT-Z3103 Organization Name Exchange Rate Period Covered Date: Line Item Maluti Amount LOE USD Amount Personnel - - Consultants - - Program Costs - - Capital Expenditure - - Administrative Costs - - TOTAL BUDGET

32 Application Process Concept Papers/Proposals Pact will not accept electronic applications. 6 page maximum The required cover page (Annex A), summary budget and any attachments do not count toward the five page limit Includes: technical approach/intended results and project management Remember : cover page provided MER section with indicators budget in template provided 32

33 Application process Pact anticipates a total of $1,600,000 for key populations and this is split as: a. $ 800, for MSM and b. $ 800, for FSW The amount shall be availed for a three year period starting from July 2018 to June 30,

34 Question & Answer Period Questions should be submitted in writing via to and Copy Deadline for questions was February 2 nd, 2018 Answers will be posted on the following website: 34

35 Application evaluation processes and the Criteria

36 Evaluation Process Concept Paper/ proposal review will follow a two stage process: a. Compliance Review: This is normally done by the PR; b. Technical Review: This is done by the Technical Review Panel (TRP) constituted by Key National Stake holders established and endorsed by the Lesotho Country Coordination Mechanism. 36

37 Applications compliance evaluation criteria/ Check list 37

38 Application Checklist Written in English. Received on or before submission deadline. Address all relevant sections noted as concept paper/ proposal content requirements. Project has duration of up 3 years. Labelled with page numbers and name of applicant on each and every page. 38

39 Application Checklist In response to any one of the technical areas In compliance with relevant sections in Concept Paper/ proposal Requirement (RFA) Within the set budget amounts Received hand delivered in hard copy-6 copies (both the technical proposal and budget) 39

40 Applications Technical evaluation criteria 40

41 Evaluation Criteria The criteria set out in the RFA will be used by the technical review panel to evaluate compliant Concept Papers/Applications: Technical Approach and Feasibility of program design 40 points Monitoring and evaluation and sustainability Plan 15 points Organizational capacity, Project Management plan and Past performance 20 points Cost realism and cost consciousness points

42 Evaluation Criteria Technical and Feasibility of program design 40 Points Technical Approach (20 points) Overall vision, objectives and expected results Complements Lesotho National Strategic Plan and RFA objectives Specific program objectives and activities; relevance to RFA Collaboration with key stakeholders Coverage of strategic approach areas Quality of Proposed Approach (20 points) Knowledge of the client s needs and how they can best improve from services proposed Evidence-based interventions Relevant experience with technical approach Alignment/Collaboration with GOL programs and other best practices. 42

43 Evaluation Criteria Managerial Approach 40 Points Management Approach (20 points) M&E and reporting strategy Organogram/proposed staffing for success Cost effectiveness of management approach Organizational Capability (20 points) Organizational history and expertise Relevant experience in Lesotho or in generalized epidemics Relevant experience with proposed approaches Evidence of successful past performance 43

44 Cost Application Cost realism (15 points) Evaluation Criteria 25 Points Specificity of the elements of each proposed cost estimate; Reflection of a clear understanding of the requirements; Consistency with the unique methods of performance and materials described in the technical proposal; Cost consciousness (10 points) Demonstration of value for money in execution of implementation strategies; Demonstrated understanding of cost element drivers; 44

45 Conclusions and Tips

46 Some Tips DO DO read the RFA document carefully, and refer to it as you develop your concept paper. DO regularly check with the website: for the updates DO carefully review the scoring criteria on which all concept papers and full applications will be evaluated. DO ensure that your application arrives on time. DO include a cover page with your application (see Annex A of the Application Package). DO ensure that your concept paper will pass the compliance review that enables it to proceed to technical review: Written in English Six (6) pages or less using Font size 12, A4 paper Addresses RFA-defined objectives Project has a duration of three years (From July 2018 to June 30, 2021) Summary Budget 46 Submitted by eligible organization

47 DON T Some Tips DON T phone Pact Lesotho if you have a question. Pact staff may not meet or discuss with applicants, even by phone for this RFA. Applicants can send their queries and questions to mrakuoane@pactworld.org copy ntfwala@pactworld.org no later than February 2 nd, The responses will be posted on the website: DON T send your application to Global Fund. All applications must be received by Pact Lesotho. Details for submission are covered on page 8 of the RFA. 47

48 Step 1: Carefully review the RFA requirements Some Tips Step 2: Decide if this is the right opportunity & time Step 3: Form a team and draft an outline of all necessary information and timelines Step 4: Draft proposal, MER plan, and budget Step 5: Review for consistency between documents and compliance with regulations and formatting guidance Step 6: Prepare submission as a hard copy. Step 7: Submit on time by hand or currier 48

49 1. Authorization: Notices and Legal Requirements This program is authorized in accordance with the terms and conditions of Pact s Framework Agreement with Global Fund Grant # LSO-C-PACT-Z3759 (Step Up). 2. Administration of sub-recipients Sub recipients will be administered in accordance with GFATM standard terms and conditions and the applicable budget principles. This information may be found at the following websites: Global fund standard terms and conditions:- StandardTermsAndConditions Agreement en/ Guidelines for Grant Budgeting and Annual Financial reporting:- 49

50 Disclaimer Pact reserves the right to reject any or all proposals, to negotiate with any applicant(s) considered qualified or to make award without further applicant negotiations. 50

51 The session has come to the end Thank you for participating. Pact Lesotho wishes you well in this Application process