annual program statement (aps) request for concept papers .pdf · 2017-01-17 · lavi will review...

Liberia Accountability and Voice Initiative (LAVI)

18th Street & Warner Avenue, Monrovia

Liberia Accountability and Voice Initiative (LAVI)

Annual Program Statement (APS)

Request for Concept Papers

Promoting Best Practices and Information Sharing Among Civil Society Actors for

Advocacy and Policy Reform: Natural Resource Management and Concessions Sector

Funding Opportunity Title: Promoting Best Practices and Information Sharing Among Civil

Society Actors for Advocacy and Policy Reform: Natural Resource

Management and Concessions Sector

Announcement Type: Annual Program Statement (APS)

Funding Opportunity Number: LAVI-APS-003

Applicant: Non-governmental entities (including but not limited to civil society

organizations, community-based organizations, universities,

professional associations, faith-based groups, unions and trade

associations, and private sector firms)

Grant Type: To be determined

Issuance Date: 9 January 2017

Questions: 15 January 2017 to USAID/LAVI Project Office or

[email protected]

Pre-Submission Meeting: 16 January 2017 at 9am-11am at iCampus, 150 Carey Street, Sniper

Hill. Confirm participation to [email protected] prior to event.

Submission of First Round

Concept Notes: 1 February 2017 to USAID/LAVI Project Office or

[email protected]

USAID/LAVI Project Office

Address: 18th Street and Warner Avenue, Sinkor, Monrovia

APS Final Closing Date: 31 January 2018

TO INTERESTED APPLICANTS:

The Liberia Accountability and Voice Initiative (LAVI) project, funded by the United States Agency for

International Development (USAID), calls for concepts papers to implement innovative knowledge

management and learning activities focused on advocacy and policy reform in the natural resource

management (NRM) and concessions sector. LAVI is interested in creative strategies to bring actors

together in the NRM and concessions sector to collaborate, share best practices, and exchange

information that will enhance advocacy in favor of more inclusive, participatory policy reforms that

represent the needs of the people in Liberia.

Eligible applicants should be registered non-governmental Liberian entities as well as West African

entities with experience in Liberia, including but not limited to civil society organizations, community-

based organizations, universities, professional associations, faith-based groups, unions and trade

associations, and private sector firms.

LAVI will review concept papers in a first round review. If a concept paper is shortlisted for a second

round review, applicants will be invited to develop and submit a full application, with the award of

successful applications expected in the first quarter of 2017. DAI on behalf of USAID anticipates

awarding multiple grants of no more than $50,000 each for a maximum period of one year to fund

successful applications.

mailto:[email protected]



SECTION I - FUNDING OPPORTUNITY

A. Background

The Liberia Accountability and Voice Initiative (LAVI) project is a five-year, USAID-funded project

implemented by DAI to strengthen multi-stakeholder partnerships to advocate for and monitor policy and

accountability reforms in Liberia. The LAVI project aims to increase the influence of citizens and media

in the governance of public goods and services, as well as to create more effective, accountable, and

inclusive governance in Liberia.

One of LAVI’s main objectives is to work with individuals and organizations engaged in advocacy efforts

in order to strengthen and support collaboration in how they share relevant information with each other.

LAVI holds the view that multi-stakeholder advocacy efforts will be improved if these groups actively

engage with each other in ongoing-learning and sharing – for example, best practices, lessons on success

and failures, research and analysis, and story-telling from stakeholders.

B. Funding Opportunity Description

LAVI currently supports a coalition of eight Liberian civil society organizations in an effort bring about

policy reform and improved citizen participation in the monitoring and management of County Social

Development Funds across Liberia. LAVI also works with government entities in the NRM sector to

support their mandate and strengthen government-citizen engagement. To complement the coalition’s

advocacy and government-citizen engagement around NRM issues, LAVI is establishing this APS,

Promoting Best Practices and Information Sharing Among Civil Society Actors for Advocacy and Policy

Reform.

Through this window, LAVI seeks concept papers from organizations with ideas and capacity to

implement activities that are innovative and locally-driven, and have the proven ability to increase

collaboration, application of best practices, and information sharing among actors involved in advocacy

efforts to promote reform in the NRM and concessions sector. LAVI is interested in making awards for

activities that include but are not limited to the following:

Host civil society round table discussions, conferences, and challenge or prize competitions, and

other innovative events to promote creative problem-solving methodologies and multi-

stakeholder collaboration to address issues in the NRM and concessions sector.

Organize and lead Communities of Practice (online-platform or in-person meet-ups or working

groups) around key issue areas in the NRM and concessions sector or advocacy strategies in

Liberia to encourage sharing of best practices and collaborative advocacy activities.

Create the strategy for and/or implement an artistic and/or digital platform to showcase and

disseminate

NRM and concessions sector advocacy best practices, successes, and lessons-learned.

Facilitate the collection of NRM and concessions advocacy best practices – illustrative techniques

include but are not limited to audio-recordings, photography, written stories, live story-telling,

social media platforms, online platforms, visual recording – in which organizations can

document what advocacy activities were done, how it was done, and, more importantly, why it

was successful and how it can be replicated.

Host “lightening talks” where organizations make short presentations on innovative and

successful advocacy strategies for reform in the NRM and concessions sector.

A strong concept paper should include an explanation of the actors who will participate in the proposed

activities, as well as a brief discussion of participants’ incentives, motivations, and role(s).Actors can be

broadly defined as government institutions and non-governmental entities who share a vested interest in

NRM and concession sector issues that may affect the general population. Actors may include but are not

limited to civil society organizations (CSOs), community-based organizations (CBOs), marginalized

groups, private sector, universities, faith based group, women and youth organizations, professional

associations and trade unions.

A strong concept paper should incorporate innovative tools and approaches including digital media, film,

art, radio, and music as appropriate, and include activities that engage marginalized communities, youth,

and women.

Applicants should plan for Monrovia-based activities and events to utilize the LAVI Learning Lab

based in iCampus at 150 Carey Street, Sniper Hill, Monrovia. More information on iCampus can be

found at: http://icampus.io/.

SECTION II- AWARD INFORMATION

DAI intends to award as a result of this APS multiple grants of no more than $50,000 each for a

maximum period of one year. Applicants should be realistic about the actual award size and period of

performance needed and not simply list the maximum award ceiling amount and period. DAI reserves the

right to deviate from this ceiling at our discretion. DAI may choose to fully fund or incrementally fund

the chosen application(s). The number of awards and amount of available funding is subject to change

and LAVI reserves the right to make no awards as a result of this APS.

All concept papers for review in the first round of evaluations are due by 1 February 2017. It is likely

that all of the available funds for this APS may be allocated to awards resulting from the first

round of evaluations. At the discretion of DAI, applications received after the first round of evaluations

may be considered on a rolling basis or as part of another round of evaluations until 31 January 2018.

SECTION III- ELIGIBILITY INFORMATION

In order to be considered, concept papers must meet all of the following requirements:

Be submitted by a legally registered non-governmental Liberian entity or West African entity

with experience working in Liberia. Registration must be valid.

Be submitted by an entity with demonstrated experience designing innovative program activities

for knowledge sharing, collaboration, and learning.

Support results consistent with LAVI’s Objective Four

SECTION IV- APPLICATION AND SUBMISSION INFORMATION

A. Application Process

In the first stage of the application process, applicants must first submit a concept paper directly to the

LAVI project. The Grant Evaluation Committee (GEC) will review all concept papers. Papers that score

well against the selection criteria will be included on the GEC’s shortlist. Short-listed applicants will then

be requested to submit a Full Application for consideration; this marks the second stage of the application

process. Further detailed instructions on submitting a full Application will be sent later to all short-listed

applicants.

Please note: Only short-listed applicants will be requested to submit Full Applications.

http://icampus.io/

B. General Instructions for the Concept Paper

Concept papers will be no longer than five (5) pages consisting of a cover page, technical approach, and

cost proposal, that is specific, complete and concise (cover page does not count towards the 5 pages).

Concept papers must be in English and in size 11 Times New Roman Font, and include page numbers.

1. Cover Page: The cover page must include (and is limited to):

a. Name of entity and acronym

b. Entity contact information

c. Contact point (lead contact name; relevant telephone, e-mail information);

d. Name of other donors funding this proposed activity (if applicable);

e. Signature of authorized representative of the applicant.

2. Technical Approach (no more than four (4) pages): This section should reference Section 1: Funding

Opportunity Description and briefly provide the following information:

a. Background of entity

b. Background, objectives, activities, and intended outcomes of the proposed activities

c. Description of how the proposed activities include best practices, experiences, and innovations in

advocacy that will be used for further advocacy in the NRM and concessions sector in Liberia.

d. Describe how the proposed activities will improve the uptake of advocacy best practices in the

NRM and concessions sector among a diverse array of actors, including marginalized groups and

actors not traditionally engaged in advocacy efforts.

e. Explanation of how the proposed activities are relevant and innovative for the Liberian context.

3. Cost Proposal (no more than one (1) page):

a. Present a brief estimate of main cost items for your proposed activities, which may include labor,

transportation, program activities, equipment, and operational costs/indirect costs.

b. Applicants should be realistic about the actual award size needed and not simply list the

maximum award ceiling amount.

c. Applications should ensure that estimated proposal cost elements are realistic for the work to be

performed, reflects a clear understanding of the requirements, and is consistent with the methods

of performance and materials in the technical proposal.

d. Although LAVI will support organization staff and operating costs that are necessary for reaching

activity goals, applicants should direct their resources primarily to project implementation, rather

than organization operating costs.

You will need to request for the Concept Paper Form to draft your concept paper. You can request

this via [email protected] when you confirm participation to the Pre-Submission Meeting.

C. Questions for Concept Papers

All applicants can submit clarification questions to [email protected] no later than the deadline on

the cover page of this APS or subsequently announced deadlines if additional reviews are announced.

Responses to all relevant questions will be emailed to all applicants. Please review the APS and Concept

Paper template closely before submitting questions.

Oral explanations or instructions given before award of a grant will not be binding. Any information

given to a prospective applicant concerning this APS will be furnished promptly in writing to all other



prospective applicants as an amendment of this APS, if that information is necessary in submitting

applications or if the lack of it would be prejudicial to any other prospective applicants.

D. Submission Instructions

Concept Papers must be submitted by February 1, 2017 to be evaluated in the first round. Concept

Papers submitted thereafter may be considered on a rolling basis depending on available funding.

Concept Papers and modifications shall be submitted in pdf (preferred) or other electronic format to

LAVI at [email protected] or in hard copy in a sealed envelope and dropped in a

delivery box at the following address: USAID/LAVI Project Office, 18th Street and Warner Avenue.

Applicants should retain for their records one copy of all parts of the concept paper and all enclosures that

accompany their application. Erasures or other changes must be initialed by the person signing the

application. Issuance of this APS does not commit DAI to pay for costs incurred in the preparation and

submission of an application.

SECTION V – APPLICATION REVIEW INFORMATION

The review panel will consist of at least three (3) LAVI project representatives and one (1) USAID

representative as a non-voting member, when available. USAID maintains a substantial involvement in

the award process. Throughout the evaluation process, DAI shall take steps to ensure that members of the

review panel do not have any conflicts of interest or the appearance of such with regard to the entities

whose applications are under review. Members of the panel shall neither solicit nor accept gratuities,

favors, or anything of monetary value from parties to the awards. All members of the review panel will

sign a non-disclosure agreement; the ideas in the concept papers will be kept confidential.

All concept papers that meet the eligibility requirements will be reviewed by the Grant Evaluation

Committee (GEC). Concept Papers will be reviewed according to the evaluation criteria and scoring

system identified below. LAVI may request clarifying information if an application / concept paper is on

the threshold or missing critical information. Applicants will be shortlisted that offer the best value and

align with Section 1- Funding Opportunity Description above.

Excellent = 80-100 points, Very good = 60-80 points, Good = 40-60 points, Average = 20-40 points, Poor = 0-20 points

SECTION VI – DAI PROJECT CONTACTS

The points of contact for this APS and any questions during the APS process are:

DAI LAVI Grants Team

Phone: 0775333525 or 0888906293

Email: [email protected]

Description Points

Applicant demonstrates track record and expertise in designing and implementing innovative

knowledge sharing or learning forums.

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Proposed activities include best practices, experiences, and innovations in advocacy that could be

used for further advocacy in the NRM and concessions sector in Liberia.

25

Proposed activities promote learning among a diverse array of actors in the NRM and concessions

sector, including marginalized groups and actors not traditionally engaged in advocacy efforts in

Liberia.

30

Proposed activities are relevant and innovative for the Liberian context. 25



ANNEX 1: SPECIAL GRANT REQUIREMENTS (FOR AWARDED GRANTS)

This annex is for your information only. Please note that the following requirements will apply to those

who are awarded grants.

Mandatory Standard Provisions for Non-US Nongovernmental Recipients:

(http://www.usaid.gov/missions/sa/usaidsa/mandatorystandard.pdf)

Separate Account: A separate account must be established to house all funds provided under the grant,

as well as all interest income.

Permitted Uses of Program Income: The Grantee will inform DAI of any program income generated

under the grant and agrees to follow USAID’s disposition requirements for such program income, which

is in accordance with 22 CFR 226.24. Program income earned under this agreement shall be applied and

used in the following descending order:

1. Added to funds committed by USAID and the recipient to the project or program, and used to further

eligible project or program objectives;

2. Used to finance the non-Federal share of the project or program; and

3. Deducted from the total project or program allowable cost in determining the net allowable costs on

which the federal share of costs is based.

If the terms and conditions of the award do not specify how program income is to be used, then number 2)

shall apply automatically. Grantees who are commercial organizations may not apply Option 1) to their

program income.

Use of Funds: Funds provided under any grant awarded shall be used exclusively to support the project

as agreed in the grant award. Diversion of grant funds to other uses will result in cancellation of award

and retrieval of funds disbursed to the grant recipient.

Reporting Procedures: All grantees will work with the USAID/LAVI Project team to establish a clear

set of reporting requirements based on an agreed upon deliverable schedule or reporting period. A

performance monitoring and evaluation plan, using established baseline data and specific, measurable

targets and indicators may also be agreed upon. A description of reporting requirements will be included

in the Grant Agreements.

Project Monitoring: DAI staff will monitor projects in terms of both programmatic and financial

aspects. Grant recipients will be expected to facilitate monitoring by making relevant information

available to DAI staff.

Restrictions: The Grant Funds provided under the terms of this Agreement shall not be used to finance

any restricted items according to USAID regulations.

Statutory Restrictions: Applicants must meet minimum statutory restrictions; System for Award

Management (SAM); Terrorism/Special Designated Nationals (SDN)/Blocked Persons/Office of Foreign

Assets Control (OFAC)/etc.

Environmental Compliance: 1.The Foreign Assistance Act of 1961, as amended, Section 117 requires

that the impact of USAID’s activities on the environment be considered and that USAID include

environmental sustainability as a central consideration in designing and carrying out its development

programs. Potential environmental impacts of USAID-financed activities will be identified prior to a final

decision to proceed and appropriate environmental safeguards must be adopted for all activities. In

http://www.usaid.gov/missions/sa/usaidsa/mandatorystandard.pdf

addition, the contractor/recipient must comply with host country environmental regulations unless

otherwise directed in writing by USAID.

DUNS Number: There is a mandatory requirement for the applicant to provide a DUNS number to DAI.

The Data Universal Numbering System is a system developed and regulated by Dun & Bradstreet (D&B)

that assigns a unique numeric identifier, referred to as a "DUNS number" to a single business entity.

Without a DUNS number, DAI cannot deem an applicant to be “responsible” to conduct business with

and therefore, DAI will not enter into an agreement with any such organization.

Branding and Marking: All USAID-sponsored assistance awards are required to adhere to branding

policies and revised marking requirements for grants and cooperative agreements in accordance with

ADS 320. This includes visibly displaying the USAID Standard Graphic Identity that clearly

communicates assistance is, “From the American people” on all programs, projects, activities,

publications, public communications, and commodities provided or supported through USAID assistance.

Foreign Assistance Act: This program is authorized in accordance with the Foreign Assistance Act.

Inventory Management: The Grantee will provide DAI with a complete list of all nonexpendable

property, its location and condition included in the final project report prior to grants project close-out.

Allowable Costs and Eligibility Rules for Goods and Services. Expenses to be budgeted for under the

grants program must meet the following criteria in order to be eligible for funding or reimbursement:

Reasonable Cost: Means those costs which are generally recognized as ordinary and necessary and would

be incurred by a prudent person in the conduct of normal business. Allocable Costs: Means those costs

which are incurred specifically for the award. Allowable Costs: Means those costs which are reasonable

and allocable and conform to any limitations in the award. DAI is responsible for determining which

costs are allowable and allocable under the grant.

1 | Page

Liberia Accountability and Voice Initiative

LAVI-APS-003 Annual Program Statement (APS)

Promoting Best Practices and Information Sharing Among Civil Society Actors for

Advocacy and Policy Reform: Natural Resource Management and Concessions Sector

Concept Paper Application

Completed concept papers should be no longer than fiver (5) pages in length excluding cover page using this format.

Please use Times New Roman font 11.

Cover Page

Name of Organization and Acronym

Name of Point of Contact

Telephone Number and Email Phone

Email

Website (if applicable)

DUNS Number (if available)

Location of Offices in Liberia

Name and Contact Information of

Authorized Representative

Name

Position

Phone

Email

Name and contacts of the Technical

Contact Person for Proposed Project

Name

Position

Phone

Email

Name of other donors funding this

proposed activity (if applicable)

Signature of Authorized Representative

of the Applicant

I, the undersigned, being the authorized representative of the applicant named

herein and the person duly responsible for the overall implementation of this

program certifies that all of the information provided in this application is true

and accurate to the best of my knowledge.

Name:

Signature:

Date:

Stamp:

Application No.

(LAVI’s use only)

2 | Page

Technical Approach

Title of Proposed Project:

Targeted Beneficiary(ies):

Duration of Service/Project (Months)

1. Background of your Organization (1 page) Please describe previous experience designing and implementing innovative knowledge sharing or learning forums.

3 | Page

2. Project Background, Objectives, Activities, and Intended Outcomes. (2 pages) Please include a maximum of 3 objectives and 3 outcomes

4 | Page

5 | Page

3. Describe how the proposed activities include best practices, experiences, and innovations in advocacy that will be

used for further advocacy in the NRM and concessions sector in Liberia. (1/2 page)

4. Describe how the proposed activities will improve the uptake of advocacy best practices in the NRM and

concessions sector among a diverse array of actors, including marginalized groups and actors not traditionally

engaged in advocacy efforts. (1/2 page)

6 | Page

5. Explain how the proposed activities are relevant and innovative for the Liberian context. (1/2 page)

Cost Proposal Present a brief estimate of main cost items for your proposed

activities.

Applicants should be realistic about the actual award size needed

and not simply list the maximum award ceiling amount.

Applications should ensure that estimated proposal cost elements

are realistic for the work to be performed, reflects a clear

understanding of the requirements, and is consistent with the

methods of performance and materials in the technical proposal.

LAVI will support organization staff and operating costs that are

necessary for reaching activity goals, applicants should direct

their resources primarily to project implementation, rather than

organization operating costs.

Labor

Program Activities

Travel and Transportation

Other Direct Costs

Indirect Cost

Total Price

7 | Page

Liberia Accountability and Voice Initiative (LAVI) Grants

Program

Annual Program Statement LAVI-APS-003

Questions and Answers

Liberia Accountability and Voice Initiative (LAVI) 18th Street & Warner Avenue, Monrovia

2

Submission Questions

1. The APS is 5 pages maximum, excluding the cover page. Are applicants encouraged to attach

supporting documents like examples of research papers to the application to strengthen the concept

paper?

No. Applicants should not include annexes. If your organization did work that it is interested in

showcasing, you can describe it in the “Background of Your Organization” section of the concept paper.

2. What are some common mistakes in grant application in the past?

Common mistakes include: (1) Applicants do not keep to the page limit; (2) Applicants do not draft

their technical proposals to directly respond to the evaluation criteria.

3. Will LAVI send an acknowledgment email letting applicants know that their concept papers are

received? Yes.

4. Who is the concept paper addressed to and what is the due date for first round evaluations? Applicants that wish to be considered in the first round of evaluations must submit a concept paper by

February 1, 2017 to the LAVI Grants Team at [email protected].

5. How do we get a copy of the PowerPoint presented at the Pre-Submission Orientation Meeting? LAVI will email it to all interested parties. To facilitate this, please be sure to put your email address on

the sign-in sheet or email [email protected]. LAVI will also post the Powerpoint to Emansion.

6. Should applicants submit applications in both hard and soft copy? No. Applicants should submit in hard OR soft copy to either the LAVI Project Office or

[email protected].

Grant Award Questions

1. How much is each award?

DAI intends to award as a result of this APS multiple grants of no more than $50,000 each for a

maximum period of one year. Applicants should be realistic about the actual award size and period of

performance needed and not simply list the maximum award ceiling amount and period.

2. How many organizations will be selected? The number of organizations to be funded depends on the quality of applications received.

3. What is a DUNS number and how can you obtain a DUNS number?

DUNS stands for Data Universal Number System. The DUNS System is a system developed and

regulated by Dun & Bradstreet (D&B) that assigns a unique numeric identifier, referred to as a "DUNS

number" to a single business or organization entity. Most entities must have a DUNS number in order to

receive a US government grant. Applicants do not need a DUNS number in order to submit a concept

paper. Only organizations selected to receive a grant from LAVI-APS-003 will be required to obtain a DUNS number. You can register for a DUNS number here: http://fedgov.dnb.com/webform/index.jsp.

4. What is the timeline for awarding grants?

LAVI plans to let applicants know if they have been shortlisted and are requested to submit a full proposal by mid to late February 2017. LAVI expected to award grants by end of March or early April

2017. These estimated timelines are subject to change depending on the number of applications received

and other factors outside of LAVI’s control.

5. Can the grants implemented in 2018?

Yes, the grants can run for up to a year from date of signing, which may fall into the early months of

2018.

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6. Will LAVI award cost-reimbursable grants or fixed amount awards? LAVI may award either grant type depending on the nature of the grant scope of work and the level of

sophistication of the organization’s finance and operations systems.

7. Will LAVI build capacity of the organizations awarded a grant under LAVI-APS-003?

No, not necessarily. LAVI capacity development support would be provided under a separate grant

depending on eligibility.

8. Is it possible that some concept papers will be shortlisted in Stage 1, but then the full proposal will not be funded in Stage 2?

Yes, this is possible. There will be a new set of evaluation criteria for evaluating the full proposals that

applicants must meet to be awarded a grant. Shortlisted applicants will also be subject to a responsibility

determination and a due diligence process before it is determined if a full proposal will be funded.

Eligibility Questions

1. Can organizations that currently work with LAVI apply?

Yes. LAVI-APS-003 is a separate, independent solicitation from previous LAVI grant opportunities.

Concept papers will be reviewed based on the criteria in the APS only.

2. Do applicants need to be legally registered entities to submit an application?

Yes. One of the eligibility criteria is that the applicant be legally registered. In Stage 2, LAVI will

request all shortlisted applicants to submit its valid registration.

3. Can an organization partner with a network that is not a legally registered entity?

Yes. But it is required that the lead organization receiving the grant be legally registered.

4. Can two organizations work together to submit one concept paper?

Yes. Organizations can team up to submit one concept paper. However, there must be one lead

organization who will be the holder of the grant agreement.

5. Does the organization need previous experience in NRM and concessions? No. Past experience working on NRM and concessions is not an eligibility criteria or part of the

evaluation criteria.

6. Can newly registered organization apply? Yes.

7. Can organizations outside of Monrovia apply?

Yes. Liberia county-based organizations as well as West African organizations with experience working

in Liberia may apply.

8. Can organizations that did not attend the Pre-Submission Orientation Meeting apply?

Yes. All information provided today will be distributed to the public.

9. Can an organization implementing another USAID grant apply?

Yes.

Technical Proposal Questions

1. Should applicants take into account the elections in its proposed activities? The main goal of the APS is sharing information and best practices in advocacy that can be applicable to

the Natural Resource and concessions sector. However, applicants may find a way to incorporate pre-

election activities if they are relevant to meeting this main goal.

2. What is the expected end result of the learning activities?

The expected end result of the activities to be funded under this APS is to share information that will

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lead to the uptake of best practices in advocacy by various actors in the NRM and concessions sector.

3. Is collaboration a primary concern for LAVI?

We do not expect organizations to partner with other organizations to submit an application unless it is

warranted by the technical approach. However, the activities proposed should aim to bring together and

encourage collaboration between various actors in the field of advocacy and/or the NRM and concession sector.

4. Is more emphasis placed activities to be implemented in Monrovia or outside Monrovia?

LAVI is open to activities in both Monrovia and outside Monrovia in the counties. There is not a

preference.

Cost Proposal Questions

1. Can an organization budget for the purchase or a new or used car?

No.

2. Is there a maximum number of personnel that can be budgeted?

No. The number of staff and the allocation of their time needed should be in direct relation to what is

necessary and reasonable for completing the proposed technical activities.

3. Can an Executive Director’s time be budgeted?

Every organization is different. It is typical that an Executive Director’s time is considered an indirect

cost because that person is almost exclusively dedicated to overhead responsibilities, like overseeing

finance and operations, staff management, proposal development, networking, attending meetings and

conferences, etc. However, there may be directly allocable time that person dedicates to a particular project that would allow that person’s time to be directly charged to a grant. For example, if the activity

is to host a conference, and the Executive Director is a main plenary speaker, then his or her hours

dedicated to that task would be considered directly billable to the grant.

4. How close does the budget estimate in the concept note need to be to the real cost of the proposed

activities?

This budget estimate must be as realistic as possible. LAVI understands that the cost or price is subject

to change when the applicant submits a full proposal because it’s possible that the activities will slightly

change.

5. For one grant, can someone have a dual role, like be both the Project Manager and the Capacity

Development Director. Yes. It is up to the applicant to determine what is the most reasonable staffing structure given the skills

of its personnel and what is needed to carry out the activities.

6. Can an organization budget for other direct costs?

Direct costs are cost that can be directly linked to the project activity or direct support to the project

activity. Indirect costs (also known as overhead costs) are costs that are necessary for the organization

but not the specific project. Yes, an organization should budget for both costs.

1/16/2017 1

Liberia Accountability and Voice Initiative(LAVI)

LAVI-APS-003Pre-Submission Meeting

Promoting Best Practices and Information Sharing Among Civil Society Actors for Advocacy and Policy Reform:

Natural Resource Management and Concessions Sector

Liberia Accountability and Voice Initiative (LAVI)18th Street & Warner Avenue, Monrovia

• Explain the submission requirements and concept note expectations

• Answer all interested party questions

• Questions and answers will be recorded and a written Q/A document will be shared with all attendees and the public

1/16/2017 FOOTER GOES HERE 2

Purpose of Meeting

1/16/2017`1 2



LAVI Goal: To strengthen multi-stakeholder partnerships to advocate for and monitor policy and accountability reforms in Liberia.

LAVI Objectives:

• LAVI works with individuals and organizations engaged in advocacy efforts in order to strengthen and support collaboration in how they share relevant information with each other.

• LAVI holds the view that multi-stakeholder advocacy efforts will be improved if these groups actively engage with each other in ongoing-learning and sharing – for example, best practices, lessons on success and failures, research and analysis, and story-telling from stakeholders.


LAVI Project Overview

1/16/2017 4

LAVI currently supports the NRM coalition’s advocacy campaign to bring about policy reform and improved citizen participation in the monitoring and management of County Social Development Funds.

Natural Resource

Management & Concessions

Sector


• National Bureau of Concessions

• Forestry Development Authority

• Liberia Extractive Industries Transparency Initiative

• Environmental Protection Agency

LAVI also works with government entities in the NRM sector to support their mandate and strengthen government-citizen engagement.

Grants Presentation



Timeline

Activity Date

Issuance Date 9 January 2017

Questions: 15 January 2017 to USAID/LAVI Project Office or [email protected]

Pre-Submission Meeting16 January 2017 at 9am-11am at

iCampus, 150 Carey Street, Sniper Hill.

Submission of First Round Concept Notes

1 February 2017 to USAID/LAVI Project Office or [email protected]

18th Street and Warner Avenue, Sinkor, Monrovia

USAID/LAVI Project Office Address:

APS Final Closing Date 31 January 2018

Grants Team Contact – Only for information regards the application

DAI LAVI Grants Team Phone: 0775333525 or 0888906293 Email: [email protected]

In order to be considered, concept papers must meet all of the following requirements:

Be submitted by a legally registered non-governmental Liberian entity or West African entity with experience working in Liberia. Registration must be valid.

Be submitted by an entity with demonstrated experience designing innovative program activities for knowledge sharing, collaboration, and learning.

Support result consistent with LAVI’s Objective Four:

Learning and methodologies shared and applied by other development actors.


Eligibility

We encourage the following non-governmental entities to apply:

• Civil society organizations

• community-based organizations

• Universities

• professional associations

• faith-based groups

• unions and trade associations

• private sector firms


Potential Applicants

DAI intends to award:

• Multiple grants (grant type TBD)

• Grants that are no more than $50,000 each

• Grants that are no more than 1 year each


Award Information

Stage 1: Concept Papers

• Applicants submit concept papers

• Concept papers will be scored and shortlisted

Stage 2: Full Proposals

• Only shortlisted applicants will be requested to submit a Full Application

• Further information on the Full Application will be sent later to shortlisted applicants


Application Process

� Concept papers will be no longer than five (5) pages consisting of a cover page, technical approach, and cost proposal(cover page does not count towards the 5 pages).

� Concept papers must be in English and in size 11 Times New Roman Font, and include page numbers.


Concept Paper Instructions: General

REUEST AN APPLICATION TEMPLATE FROM [email protected] IF YOU DON’T HAVE IT ALREADY

� Background of entity

� Background, objectives, activities, and intended outcomes of the proposed activities

� Description of how the proposed activities include best practices, experiences, and innovations in advocacy that will be used for further advocacy in the NRM and concessions sector in Liberia.

� Describe how the proposed activities will improve the uptake of advocacy best practices in the

� NRM and concessions sector among a diverse array of actors, including marginalized groups and actors not traditionally engaged in advocacy efforts.

� Explanation of how the proposed activities are relevant and innovative for the Liberian context


Concept Paper Instructions: Technical Approach

� Present a brief estimate of main cost items for your proposed activities, which may include labor, transportation, program activities, equipment, and operational costs/indirect costs.

� Applicants should be realistic about the actual award size needed and not simply list the maximum award ceiling amount.

� Applications should ensure that estimated proposal cost elements are realistic for the work to be performed, reflects a clear understanding of the requirements, and is consistent with the methods of performance and materials in the technical proposal.

� Although LAVI will support organization staff and operating costs that are necessary for reaching activity goals, applicants should direct their resources primarily to project implementation, rather than organization operating costs.


Concept Paper Instructions: Cost Proposal

Concept Papers must be submitted by February 1, 2017 to be evaluated in the first round.

Concept Papers submitted thereafter will not considered for this round but may be considered on a rolling basis depending on available funding.

� Concept Papers and modifications shall be submitted in pdf (preferred) or other electronic format to LAVI at [email protected] or in hard copy in a sealed envelope and dropped in a delivery box at the following address: USAID/LAVI Project Office, 18th Street and Warner Avenue

� Applicants should retain for their records one copy of all parts of the concept paper and all enclosures that accompany their application.

� Erasures or other changes must be initialed by the person signing the application.

� Issuance of this APS does not commit DAI to pay for costs incurred in the preparation and submission of an application


How to Submit


Review Process# of Review Panel Members

3 DAI-LAVI Staff with Voting Rights1 USAID Representative with no voting right but has veto power

Preventing Conflict of Interest

• DAI will ensure that members of the review panel do not have any conflicts of interest with the applicants

• Members of the panel shall neither solicit nor accept gratuities, favors, or anything of monetary value from parties to the awards.

Confidentiality• All members of the review panel will sign a non-disclosure agreement; the ideas in

the concept papers will be kept confidential

Applicant(s) selection

• All applications that meet the eligibility requirements will be reviewed • Applications will be evaluated according to the evaluation criteria in APS• Negotiations may be conducted with each applicant whose application, after

discussion and negotiation, has a reasonable chance of being selected for award. • Award will be made to responsible applicants whose applications offer the best

value in response to the APS. • DAI reserves the right to fund any or none of the applications received.


Evaluation Criteria

Description Points Allocated

Applicant demonstrates track record and expertise in designing and implementing innovative knowledge sharing or learning forums

20 Points

Proposed activities include best practices, experiences, and innovations in advocacy that could be used for further advocacy in the NRM and concessions sector in Liberia.

25 Points

Proposed activities promote learning among a diverse array of actors in the NRM and concessions sector, including marginalized groups and actors not traditionally engaged in advocacy efforts in Liberia.

30 Points

Proposed activities are relevant and innovative for the Liberian context. 25 Points

Technical Presentation


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In support of these activities, LAVI is seeking organizations to design and implement activities that:

• Facilitate collaboration & promote the sharing of information and best-practices among NRM & concessions advocacy actors

• Are locally-driven and include various actors, includingmarginalized communities, youth, and women.

• Employ innovative tools and approached to share and capture key information and lessons-learned

• Activities in Monrovia preferably will be held at the LAVI Learning Lab at the iCampus

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Actors may include but are not limited:

• Civil society organizations (CSOs)

• Community-based organizations (CBOs)

• Marginalized groups

• Private sector

• Universities


Actors can be broadly defined as government institutions and non-governmental entities who share a vested interest in NRM and concession sector issues that may affect the general population.

• Faith based group

• Women and youth organizations

• Professional associations /trade unions

1. Host civil society round table discussions, conferences, and challenge or prize competitions, and other innovative events to promote creative problem-solving methodologies and multi-stakeholder collaboration to address issues in the NRM and concessions sector.

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2. Organize and lead Communities of Practice (online-platform or in-person meet-ups or working groups) around key issue areas in the NRM and concessions sector or advocacy strategies in Liberia to encourage sharing of best practices and collaborative advocacy activities.

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3. Facilitate the collection of NRM and concessions advocacy best practices in which organizations can document what advocacy activities were done, how it was done, and, more importantly, why it was successful and how it can be replicated.

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4. Create the strategy for and/or implement an artistic and/or digital platform to showcase and disseminate NRM and concessions sector advocacy best practices, successes, and lessons-learned.


5. Host “lightening talks” where organizations make short presentations on innovative and successful advocacy strategies for reform in the NRM and concessions sector.

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6. Host “lightening talks” where organizations make short presentations on innovative and successful advocacy strategies for reform in the NRM and concessions sector.

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• A complete application with all required information

• An explanation of the actors who will participate in the proposed activities, as well as a brief discussion of participants’ incentives, motivations, and role(s)

• Compelling description of organization’s expertise and experience in designing innovative program activities for knowledge sharing, collaboration, and learning.

• Integration of innovative tools and approaches including digital media, film, art, radio, and music as appropriate,

• Strategies to engage marginalized communities, youth, and women in activities

• Reasonable cost proposal


A strong concept note will include:

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Thank You!

Questions & Answers

annual program statement (aps) request for concept papers .pdf · 2017-01-17 · lavi will review...

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