Request for Applications (RFA) for Post-Harvest Handling and Storage (PHHS) Grants

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CNFA is a not-for-profit international agricultural development organization headquartered in Washington, D.C. and dedicated to increasing rural incomes by empowering farmers and rural entrepreneurs. CNFA assists smallholders in increasing household-level food security and nutrition through improved agricultural practices, introduction of new varieties, diversification of crop production, food preservation and storage, development of farmer-based organizations, and strengthened linkages to markets. CNFA has a successful track record of implementing agricultural development programs in 43 countries.

USAID/Rwanda Hinga Weze Activity

Request for Applications (RFA) No. 2019/02/023

for Post-Harvest Handling and Storage (PHHS) Grants

 Issuance Date:                                                February 12, 2019

Deadline for Questions (Phase I):     February 22, 2019

PHASE 1, Deadline for Submissions:            March 15, 2019

Deadline for Questions (Phase II):    May 3, 2019

PHASE 2, Deadline for Submissions:            May 24, 2019

Dear Applicant,                                                                                       

The USAID/Rwanda Hinga Weze Activity (Hinga Weze, or “HW”) is releasing a Request for Applications (RFA) to award grants in support of its activities. Instructions for completing the application can be found in Annex A. The grants will be awarded and implemented in accordance with the USAID and US Government regulations governing grants and Hinga Weze internal grants management policies.

This RFA seeks to solicit applications from Rwandan-based entities for activities aimed at promoting the availability, accessibility, and use of appropriate post-harvest handling equipment and technologies by smallholder farmers and other value chain actors to reduce post-harvest losses and food safety hazards. Specific details regarding grant program objectives, target applicants, eligible activities, alignment with Hinga Weze objectives, target geographic locations, target value chains, application submission requirements, evaluation criteria, and more can be found in the following sections throughout the document:

  • Section I: Program Description
  • Section II: Eligibility
  • Section III: Application Submission Information
  • Section IV: Evaluation, Selection, and Award Information
  • Section V: Terms and Conditions

Hinga Weze investments in individual grant activities are anticipated to range from $10,000 - $50,000 USD. CNFA/Hinga Weze will be evaluating and awarding applications in two phases: Phase 1 applications will be due by March 15, 2019. All applications received between March 16, 2019 through May 24, 2019 will be evaluated as Phase 2 applications. Applications submitted in Phase 1 and selected for award will have an anticipated period of performance of 1 - 2 years, from June 2019 to June 2021 (at the latest). Applications submitted in Phase 2 and selected for award will have an anticipated period of performance of 1 – 2 years, from August 2019 – August 2021 (at the latest). All grant activities will fall within this timeframe, so applicants should plan their activities accordingly.

For any questions during the grant application process, please contact Ms. Amanda Muncil at grants@cnfarwanda.org. This RFA contains the following documents:

  • Annex A – Grant Application
  • Attachment 1: Grant Application Instructions
  • Attachment 2: Grant Application Checklist
  • Attachment 3: Applicant Cover Letter

Section I. Program Description

  1. ABOUT HINGA WEZE

Hinga Weze is a five- year activity of the United States Agency for International Development (USAID) and implemented by CNFA. The primary objective of Hinga Weze is to sustainably increase smallholder farmers’ income, improve the nutritional status of Rwandan women and children, and increase the resilience of the agriculture and food systems to the changing climate. The program is comprised of the following three interrelated components:

Component 1: Increasing agricultural productivity

Component 2: Increasing farmers’ access to markets

Component 3: Improving nutritional outcome of agriculture interventions

IB. GRANT PROGRAM DESCRIPTION 

 Post-harvest loss is defined as the degradation in both quantity and quality of a food production from harvest to consumption. Quality losses include those that affect the nutrient composition, the acceptability, and the edibility of a given food product. Today, one of the main global challenges is how to ensure food security for a growing population whilst ensuring long-term sustainable development.

A major barrier for many farmers is the use of labor-intensive agricultural hand tools for onerous tasks such as weeding, planting, harvesting, and food processing. With minimal access to alternative energy or mechanized farm equipment, many smallholder farmers remain largely dependent on human labor for cultivation and agro-processing. The lack of appropriate and adequate technology and energy sources for rural farmers can perpetuate poverty and consumption of unsafe food, which leads to malnutrition.

Hinga Weze has identified some factors limiting the adoption of post-harvest handling and storage (PHHS) technologies, including: inappropriate and outdated PHHS related extension messages; limited exposure of farmers to modern PHHS technologies; low levels of business acumen limiting the adoption of efficiency-oriented tools and implements; lack of linkages with local toolmakers/suppliers and local availability of PHHS equipment; and lack of adequate market research and business models by tool producers/suppliers to offer appropriate PHHS equipment to end users, particularly women and youth with limited purchasing power and investment capacities but with high potential to revolutionize the sector.

During its first year of implementation, HW has identified the following post-harvest related issues that need innovative solutions at both the technology and business model levels:

Commodity

PHHS Issue(s)

PHHS Stage (critical point)

Maize

Aflatoxin, Grain damage (dry weight loss)

Harvesting, Drying, Storing

Irish potatoes

Shrink, sprouts, and pink rots

Harvesting, collecting packing and transport

Horticulture

Shrivel, abrasion, softening, and bruising

Harvesting, sorting, packing and transport

(1) Objectives:

It is in this regard, on behalf of the United States Agency for International Development (USAID), CNFA/Hinga Weze is soliciting applications under its Grants Fund for activities aimed at promoting the availability, accessibility, and use of appropriate post-harvest handling equipment and technologies by smallholder farmers and other Hinga Weze value chain actors to reduce post-harvest losses and food safety hazards. In addition, the grant funds will support activities increasing the value of Hinga Weze promoted value chains, improving the farmers’ access to market and therefore not only creating additional revenue streams and incremental sales to value chain actors but also offering safe foods to consumers.

 (2) Entities Eligible to Submit Applications Include:

  • Cooperatives;
  • Women’s groups;
  • Smallholder farmer agro-input dealers;
  • Youth associations/networks/enterprises;
  • Aggregators and agro-processing enterprises;
  • Local NGOs;
  • Financial institutions.

(3) Location: The proposed activity/service must be implemented and support farmers in one or more of the following ten districts of Rwanda: Gatsibo, Kayonza, Bugesera, Ngoma (Eastern Province); Nyabihu, Rutsiro, Ngororero, Nyamasheke, Karongi (Western Province) and Nyamagabe (Southern Province).

(4) Key Activities: Hinga Weze will award in-kind grants or fixed amount awards (with technical assistance provided under both) under the following categories:

  1. Rehabilitation of warehouse, drying sheds, and aggregation points: This will mainly target cooperatives/small farmers who are struggling to provide quality warehousing and aggregations/collection services with acceptable standards related to cooperative warehouse and aggregation points, vegetable washing stations, and collection centers;
  2. Post-harvest handling and storage equipment: This package will primarily target cooperatives, farmer groups, and companies which show interest in applying innovative but cost effective technologies and post-harvest best practices and technologies such as harvesting using appropriate containers, drying using mobile dryers, quality tarpaulins, labor saving shellers and storage using zero energy cooling chamber (ZECC), cold rooms with cool bot, dry cards and hermetic containers such as PICS bags, super bags and grain Pro cocoons.
  3. Shelf life extension-led food processing: For certain crops, especially horticultural crops where food processing is the only option to extend their shelf-life and/or prevent their losses, Hinga Weze will provide grants to cooperatives, farmer groups and small agribusinesses that aim to reduce post-harvest losses while increasing the marketability and consumption of those products by using appropriate machineries and business models. Priority will be given to solutions that reduce post-harvest loss of horticultural commodities such as tomatoes, carrots, onions, pineapples and Orange Flesh sweet potatoes through increasing their shelf life and/or reducing their exposure to post harvest loss risk.
  4. Post-harvest handling services: This will support service providers who are able to provide post-harvest handling services to the community and educate beneficiaries on the impact of reducing post-harvest losses. The services will not be limited to service delivery but will also include pre and post-sale training and coaching for users (farmers) to support capacity building. It will also target services, including promoting the adoption and food safety best practices at household level to reduce the consumption of contaminated food and improve hygiene and sanitation.
  5. Supply of Post-harvest handling Equipment and Food Safety Tools: To facilitate availability and affordability of PHHS Equipment at the grassroots level, including households; this grant will focus on supporting innovative models of manufacturing and wider distribution of proven cost effective PHHS and Food safety enhancement tools.

Applicants must submit an application consistent with one or more of these key activities. In addition, successful applicants should demonstrate a profitable and sustainable business model which expands access to cost effective, climate smart and/or labor-saving post-harvest losses reduction technology at a scale specifically facilitating women’s access and use labor and time-saving post-harvest equipment to increase their production through a solidarity scheme.

(5) Activities Timing:

For all applications submitted by March 15, 2019 (Phase 1), grant activities should be expected to begin in June 2019. For all applications submitted by May 24, 2019 (Phase 2), grant activities should be expected to begin in August 2019. Therefore, applicants should plan their grant implementation activities accordingly.

(6) Expected Outcomes:

Selected applicants will be granted with the following: (1) in-kind grant or Fixed Amount Awards; and (2) Technical support from CNFA/Hinga Weze. In general, PHHS Grants contribute to HW target indicators which are listed below. Per the application template in Annex A, applicants will be asked to fill out the table and show each indicator and target being proposed. Additional instructions can be found on the template page.

  • 3 - Number of individuals participating in USG food security programs
  • 6 - Number of individuals in the agriculture system who have applied improved management practices or technologies with USG assistance
  • 10 - Number of agro-dealers with improved capacity to sell appropriate inputs for climate smart agriculture as a result of USG assistance
  • 11 - Number of farmers reached by new or improved market information systems
  • 12 - Value of agriculture-related financing accessed as a result of USG assistance

Successful applicants will additionally consider the following short, medium, and long-term outcomes:

Short term Outcomes:

  • Cost effective, Labor saving postharvest technologies are identified and promoted for an expanded utilization,
  • Innovative business models for delivering PHHS services sustainably are Identified and piloted in HW zone of influence (ZOI);
  • Improved PHHS and Food safety practices are adopted at both household and market chain levels.

 Medium to Long term Outcomes:

  • Farmers decrease targeted HW commodities post-harvest losses by 35% while increasing storage life of fresh HW commodities by 20% in pilot sites;
  • Farmers increase income by 20% as a result of reduced post-harvest losses, and preserved quality of produce to meet buyers’ requirements (quantity and quality);
  • Micro, small, and medium size enterprises (MSMEs) (aggregators, processors, off-takers, Post-harvest Equipment manufacturers/suppliers and service providers,) engage with SHFs into more inclusive business models that improve aggregation efficiency.

(7) Grant Applicant Contribution:

Hinga Weze highly recommends a matching contribution of 20% or more of the total grant value. Contributions help to ensure that applicants are both committed to achievement of the activity and financially capable to implement and sustain the activity after the grant agreement ends. For example, if the grant proposal has budgeted $8,000 USD in equipment to be procured by Hinga Weze, the applicant must budget $2,000 USD of contribution; this means that the total ACTIVITY COST is equal to $10,000 USD. The applicant contribution should have a direct link to the proposed grant activities. The applicant’s proposed contributions may include project costs to be incurred by the applicant, if selected for award, from its own funds, project costs financed with cash, services, or property contributed or donated to the applicant from other non-US Government sources.

In general, the applicant’s proposed contributions should adhere to the following criteria:

  1. Are verifiable from the applicant’s records;
  2. Are not included as contributions for any other US Government-assisted program;
  3. Are necessary and reasonable for proper and efficient accomplishment of this grant’s objectives;
  4. Are considered allowable costs consistent with the cost principles contained in 2 CFR 200 and other relevant regulations;
  5. Are not paid by the US Government under another grant or agreement; and
  6. Are included in the approved grant agreement budget.

IC. AUTHORITY AND GOVERNING REGULATIONS

Hinga Weze grant awards are made under the authority of the US Foreign Affairs Act, Code of Federal Regulations (CFR) (2 CFR 200), and USAID’s Automated Directive System (ADS) Chapter 303, “Grants and Cooperative Agreements to Non-Governmental Organizations.” Grants administered under Hinga Weze will adhere to the terms of the applicable USAID Standard and Required as Applicable Provisions, as well as Hinga Weze grants procedures.

Hinga Weze is required to ensure that all applicants receiving USAID grant funds comply with the requirements found in these regulations, as applicable to the respective terms and conditions of individual grant awards. Under the Hinga Weze grants program, USAID will retain the right, at all times, to terminate, in whole or in part, Hinga Weze grant-making authorities or any grants in progress.

Section II. Eligibility

 IIA. ELIGIBLE RECIPIENTS

 Applicants that submit applications in response to this RFA must be legally registered entities in Rwanda and must submit registration documents as a pre-requisite for receiving grants resources. If the applicant is not registered, they must demonstrate a commitment to formally register as an appropriate entity in the form of a written statement to that effect.

Formal Hinga Weze grant support under this solicitation may be extended to the following actors: cooperatives; women’s groups; smallholder farmer agro-input dealers; youth associations/networks/enterprises; aggregators and agro-processing enterprises; local NGOs; financial institutions.

These actors must be located within or directly target beneficiaries located in one of the following ten districts of Rwanda: Gatsibo, Kayonza, Bugesera, Ngoma (Eastern Province), Nyabihu, Rutsiro, Ngororero, Nyamasheke, Karongi (Western Province), and Nyamagabe (Southern Province).

IIB. ADDITIONAL CONDITIONS OF ELIGIBILITY

 To be considered eligible for grant receipt, applicants must meet the following eligibility criteria:

  • Be a legally registered Rwandan entity/ Private enterprise or firm/NGO; or demonstrate a commitment to formally register after establishment with the applicable Government of Rwanda (GOR) registration entities if not already registered; 
  • Classify as one of Hinga Weze’s targeted beneficiary types, or demonstrate direct connection to target beneficiaries within Hinga Weze’s targeted zone in a Feed the Future district of Rwanda; 
  • Have organizational objectives which contribute to Hinga Weze’s objectives and results; 
  • Submit an application responding to Hinga Weze’s requirements and conditions; 
  • Be committed to adhering to high ethical business standards, including transparency in business dealings and record keeping; 
  • Be prepared to undertake an independent financial review or audit, as requested; 
  • Commit to the necessary contribution depending on the beneficiary and grant type, per the solicitation (see Section IB(7) Grant Applicant Contribution); 
  • Demonstrate ability and/or willingness to learn how to maintain business, financial, and technical records, either manually or electronically; 
  • Ensure compliance with relevant environmental protection requirements, including the Initial Environmental Examination (IEE), and verified through an Environmental Monitoring and Mitigation Plan (EMMP) or Environmental Review Checklist (ERC); 
  • Complete and pass a site-visit and pre-award assessment;  
  • Agree to and sign the applicable certifications, such as the Certification Regarding Lobbying; Certification Regarding Terrorist Financing; Prohibition on Assistance to Drug Traffickers; and Certification of the Recipient; 
  • Agree to the terms and conditions of the Mandatory Standard Provisions and Required as Applicable Provisions for Non-US NGOs, if applicable; and 
  • Certify that the organization/individual is not debarred, suspended, or proposed for debarment from receipt of USG funds.

While Hinga Weze will consider all applicants, priority will be given to projects that impact larger numbers of target beneficiaries, address under-served populations, including women and youth, the poor, and historically disadvantaged groups, and/or create significant numbers of sustainable new jobs when selecting potential awardees.

IIC. INELIGIBLE APPLICANTS, ACTIVITIES AND UNALLOWABLE COSTS

The following entities are not eligible for grant funds:

  • Individuals;
  • Entities without a clear track record of providing above-mentioned services to target beneficiaries
  • Any entity or member that appears on the U.S. Department of Treasury Office of Foreign Assets Control (OFAC) Specially Designated Nationals (SDN) and Blocked Persons list or in the System for Award Management (SAM) database;
  • An entity having as key staff a direct relative (spouse, child, parent or brother/sister/sibling) of CNFA or USAID staff;
  • Entities or members engaged in any activities related to Trafficking in Persons;
  • Entities or members engaged, transacting with, or providing resources to individuals or organizations associated with terrorism;
  • Entities which have been debarred, suspended, or otherwise considered ineligible for an award by the US Government.

Applicants may not use grant funds for any of the following:

  • Private ceremonies, parties, celebrations, or “representation” expenses;
  • Purchases of restricted goods, which include agricultural commodities, motor vehicles, pharmaceuticals, pesticides, used equipment, or fertilizers, without the prior waiver and approval provided by Hinga Weze. Purchase of these goods requires additional approvals from USAID before they may be allowed and procured. As such, applicants are discouraged from requesting funding for these restricted goods unless the goods are necessary to the accomplishment of the grant objectives;
  • Ineligible goods under USAID regulations, including but not limited to: military equipment; surveillance equipment; police or law enforcement equipment; abortion equipment and services; weather modification equipment; luxury goods; and gambling equipment;
  • Any purchases or activities deemed unnecessary to accomplish grant purposes as determined by Hinga Weze, including any applicant headquarters’ expenses that are not directly linked to the implementation of the proposed project;
  • Previous obligations and/or bad debts;
  • Fines and/or penalties;
  • Creation of endowments;
  • Indirect costs such as, but not limited to, overhead or indirect fringe, unless the applicant has documented proof of such rates through audits or USAID-issued NICRA; and
  • Any other costs unallowable per 2 CFR 200 Subpart E – Uniform Administrative Requirements, Cost Principles, for Federal Awards.

Section III. Application Submission Information

 III.A QUESTION SUBMISSION REQUIREMENTS

  Any questions related to this RFA must be submitted to Ms. Amanda Muncil at grants@cnfarwanda.org no later than 5:00 pm CAT, on February 22, 2019, for Phase 1, and no later than 5:00 pm CAT on May 3, 2019, for Phase 2.

Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that CNFA believes may be of interest to other offerors will be circulated to all RFA recipients who have indicated an interest in submitting Applications. Only the written answers issued by CNFA will be considered official and carry weight in the RFA process and subsequent evaluation. Any verbal information received from employees of CNFA or any other entity should not be considered as an official response to any questions regarding this RFA.

III.B APPLICATION SUBMISSION REQUIREMENTS

  Grant applications will be accepted only in the application format given in Annex A, Grant Application. Applications and any required supporting documentation should be submitted no later than 5:00 pm CAT, on March 15, 2019, for Phase 1, and no later than 5:00 pm CAT on May 24, 2019, for Phase 2. Applicants must strictly adhere to the requirements of this RFA.

Electronic applications should be submitted to grants@cnfarwanda.org. Hard-copy applications should be submitted to CNFA’s offices located at Kimihurura, former RPF secretariat on KG 28 Avenue No. 7, Kigali, Rwanda. Applicants should be sure to request a confirmation of receipt from Hinga Weze when submitting applications, to ensure their submission was received.

Please reference the RFA number in any response to this RFA. Applications received after the specified time and date will be considered late and will be considered only at the discretion of CNFA. Applicants must strictly follow the provided deadlines to be considered for award.

IV. Evaluation, Selection, and Award Information

 All applications submitted in response to this solicitation will be evaluated in accordance with the following criteria:

Proposed activity is feasible to implement, targets HW beneficiaries in HW ZOI and Value chains

15 points

Purpose of the grant supports goals of Hinga Weze laid out in activities proposed under PHH grants and reaches a big number of beneficiaries

25 points

Activity proposed will reduce the existing post-harvest handling and best practices gaps/challenges within the selected value chain (Harvesting, Drying, Storing, collecting, packing and transport)

25 points

Activities proposed integrates women and youth among project beneficiaries

15 points

Proposed business activity is supporting the existing post-harvest initiatives in order to scale up/meeting the required standards/ market for the sake of the good quality

10 points

Applicant has the organizational and financial capacity to meet the demands of implementing a grant, including the ability to meet or exceed the cost sharing requirements.

10 points

Total Points Possible

100 points

Once applications have been submitted to CNFA, members of the Hinga Weze Grant Selection Committee will evaluate applications in accordance with the above selection criteria. Applicants will be notified within 90 calendar days following the deadline for submissions date on whether their application was considered acceptable or not.

If the application is considered acceptable, CNFA will contact the applicant to engage in further discussions. A decision to engage in more in-depth and specific discussion following initial selection is not a commitment to funding; it is simply a decision to move forward in the collaborative and joint effort to develop an impactful grant project. If the in-depth and specific discussions do not result in the identification and development of a grant activity worthy of further pursuit, then Hinga Weze will inform the applicant that it is no longer interested in advancing the grant project. However, if the more in-depth discussions result in a promising design and concept, Hinga Weze will inform the applicant of that determination.

Applicants considered to be successful will be subject to a site visit from Hinga Weze staff for an applicant pre-award assessment to verify the accuracy of their submission, perform an administrative and financial review, and conduct environmental due diligence. If the site visit assessment uncovers no major issues, Hinga Weze will provide the necessary instructions, technical requirements, and next steps of grant award.

V. Terms and Conditions

 Applicants understand, by submitting a response to this RFA, that application submission does not constitute an award or commitment on the part of Hinga Weze, nor does it commit Hinga Weze to pay for costs incurred in the preparation and submission of an application. Further, Hinga Weze reserves the right to accept or reject any or all applications received, as well as issue amendments revising the terms of this RFA before or after receipt of applications. In submitting an application, Applicants understand that USAID is not a party to this solicitation and the Applicant agrees that any communications regarding this solicitation will be conducted with Hinga Weze, and not USAID. Applicants will be informed in writing of the decision made regarding their application.

 ANNEX A – GRANT APPLICATION FORM

Section I(a): Organizational Information

  1. Organization’s name:
  2. Address:
  3. Telephone:             Fax:                                          E-mail:
  4. Key contact person and title:
  5. Organization Type: (  ) Cooperative

(  ) Women’s groups

(   ) Smallholder farmer agro-input dealers

(   ) Youth associations/networks/enterprises

(   ) Aggregators and agro-processing enterprises

(   ) Local NGOs

(   ) Financial institutions

(   ) Other: please describe:

Section I(b): Documentation – Checklist

  1. Incorporation Documents
  2. VAT ID
  3. Other: Please describe:

Section I(c): Organization Experience

  1. Organization Background:
  2. Organizational Chart (description or graphic representation):
  3. Previous U.S. Government Funding or assistance (include total funding amount):

Section II: Grant Application – Technical

  1. Grant Activity Title:
  2. Challenges (Problem analysis)
  3. Grant Summary - Goals and Objectives:
  4. Grant Activity (description):
  5. Implementation Plan (timeline):
  6. Monitoring and Evaluation: (indicators) – Please only fill out the Expected Outcomes and Assumptions. These are the expected outcomes/assumptions during the life of the grant.

Indicator

Description

Expected Target

Assumption

No 2

Value of annual sales of farms and firms receiving USG assistance,

 

 

 

 

 

No 4

Number smallholder households increasing agricultural yields at least 50% over baseline of applicant baseline

 

 

 

 

 

 

No 5

Number of individuals in the agriculture system who have applied improved management practices or technologies with USG assistance

 

 

No 11

Yield of targeted agricultural commodities among program participants with USG assistance (RAA)

 

 

No 21

Number of households using improved supported food safety practices as a result of USG assistance

 

 

  1. Identify beneficiaries - Provide a description of how target beneficiaries will benefit from the grant and describe their participation in the grant activities. Include disaggregated by gender if possible, ID number, per the table below

18a. Beneficiary – List (if you run out of room, please continue list on another sheet)

Affiliated Organization

Affiliated Organization Location

Individual Name

Individual ID Number

Individual Gender

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

18b. Description:

  1. Business Plan (i.e. Sustainability Plan):
  2. Gender and Youth sensitivity of the grant activities (description):

Section III: Grant Application – Budget

  1. Total Budget (table) Approximate cost of this activity (cash, in-kind, and third-party sources):

            Applicant Contribution                                    =          RWF_________________

            Third-party resources (e.g. third party

loan, investment partners)                 =          RWF_________________ (identify source)

            CNFA contribution                               =          RWF_________________

            Total Estimated Cost                          =          RWF_________________

Third-Party resources source (describe):

  1. Detail Budget: (Note – you can submit the template in Excel)

No.

Item Description

Unit Description

Unit Frequency

CNFA Grant Budget

Grantee Contribution (existing: in-kind)

Grant Contribution (new: in-kind, cash)

Total Grant

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  1. Budget Notes:

No.

Budget Item Description

Budget Notes

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Submitted by: _________________________      Date   ______________________

Attachment 1 – Grant Application Instructions

Attachment 2 – Grant Application Checklist

Attachment 3 – Applicant Cover Letter

[End of Grant Application]

ATTACHMENT 1. GRANT APPLICATION INSTRUCTIONS

The Grant Application serves as a first-screening test for grant activities. The form is designed to gather essential basic information about the Applicant and what it is proposing to do. Applications shall be submitted in English, Kinyarwanda or French with a maximum of 10 pages (annexes are not counted in this limitation).

Instructions by Section:

Section I(a): Organizational Information

Item 1:             Legal entity that is applying (Applicant)

Item 2:             Address – description of the organization location, if a legal address does not exist. List the mailing address (such as a P.O. Box) if applicable or different from street address

Item 3:             Organization’s telephone, fax, email

Item 4:             Key contact person & title—The key contact person (agent) is responsible for communications between Hinga Weze and the Applicant. This applies to all aspects of the grant, from initial summary through completion. The agent must have full authority and responsibility to act on behalf of the Applicant. The agent should be someone who will be directly involved with the grant activity and has a proven, established relationship with the Applicant.

Item 5:             Organization type - choose ONE that applies. If the organization is not yet registered, then choose the eventual type of organization, and anticipated registration date.

Section I(b): Documentation - Checklist

Items 6-8:        Applicant Documentation – provide a photo copy of the legal registration of the business, including TIN, and other applicable permits and certifications.

Section I(c): Organization Experience

Item 9:             Briefly describe organization and its activities— Introduce the Applicant and its background: How it was formed, its mission or purpose, major accomplishments in the area of the targeted activity, current activities, and clients. Hinga Weze encourages applicants to describe how the organization’s activities align with Hinga Weze project activities.

Item 10:           Organizational Chart – Please provide a copy of a graphic representation of the applicant’s organizational chart OR describe the employee structure within the organization. It is suggested (but not required) that the applicant provide information of the top 2-3 officials within the organization.

Item 11:           Describe if the organization has received any type of United States government funding.

Section II: Grant Application – Technical

Item 12:           Grant activity title—The title given to the activity should relate to the grant objective.

Item 13:           Challenges - Problem analysis and statement—Identify the problem that the grant activities       proposes to address.

Item 14:           Grant Goals and Objectives – Provide information on the goals of the grant (solutions to the above stated problem)

Item 15:           Grant Activity – Describe activities that will be conducted, including responsible parties (i.e. applicant, Hinga Weze, third party, etc.) during the life of the grant. Describe HOW results will be achieved, with linkage to overall grant objective. Must be linked to Hinga Weze’s objectives. Include anticipated duration of each ‘sub activity’ from start to finish as well as the target location(s) of implementation.

Item 16:           Implementation Plan (Timeline) – List out the main tasks over the life of the grant. Also include total anticipated duration of the grant – check page 1 of solicitation for further guidance on timeframe. Please check the listed grant activity start date on the first page of this solicitation – planned grant activities cannot be any earlier than this date.

Item 17:           Monitoring and Evaluation – list the expected outcomes Include an estimate expected target assumptions based on the life of the grant.

Item 18:           Grant Indirect Beneficiaries – Groups, individuals etc. that the Applicant will work with during the life of the grant. For example – smallholder farmers, aggregators, input suppliers, etc. (depending on the activities of the Applicant). Provide a description how each group will benefit from the grant and their participation in the grant activities.

Item 19:           Business Plan (i.e. Sustainability Plan) – Describe how the organization is planning for the long-term viability and how the grant will support such endeavors. Applicants may include a general business plan, financial projections, etc.

Item 20:           Gender and Youth Sensitivity of the Grants Activities (if applicable) - How will the grant activity be gender and youth sensitive and make sure to be achieve gender equality and equity.

Section III: Grant Application – Budget

Item 21:           Total Budget (Table) - Approximate cost of this activity (cash, in-kind, and third-party sources)—Applicant must submit a rough estimate of the cost of the proposed activity and sources of funds, specifying how much will come from Hinga Weze, the Applicant’s contribution, and any third-party contributions.

Item 22:           Detailed Budget (Excel) - A detailed budget should be filled out in an excel document.

Item 23:           Budget notes – Description of how each cost was estimated. This can be based on sample pro formas, market research, previous experience, etc. Sample:

ATTACHMENT 2. GRANT APPLICATION CHECKLIST

Grantees must ensure they submit the following documentation in order to be considered eligible for grant award:

  1. Cover Letter (Attachment 3) on Company Letterhead, signed by an authorized representative of the Applicant
  2. Grant Application (Annex A) with all questions answered.
  3. Copy of Applicant’s registration or business license
  4. Three contacts for references from organizations or individuals for which the applicant has successfully worked with/for before.

 ATTACHMENT 3. APPLICANT COVER LETTER

The following cover letter must be placed on letterhead and completed/signed/stamped by a representative authorized to sign on behalf of the applicant:

To:                   Ms. Amanda Muncil

Kimihurura, former RPF secretariat on KG 28 Avenue No. 7, Kigali, Rwanda

Reference:      RFA no. No. 2019/02/023

To Whom It May Concern:

We, the undersigned, hereby provide the attached application to perform all work required to complete the activities and requirements as described in the above-referenced RFA. Please find our application attached.

We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFA. We further certify that the below-named firm—as well as the firm’s principal officers and all commodities and services offered in response to this RFA—are eligible to participate in this procurement under the terms of this solicitation and under USAID regulations.

Furthermore, we hereby certify that, to the best of our knowledge and belief:

  • We have no close, familial, or financial relationships with any CNFA or Hinga Weze project staff members;
  • We have no close, familial, or financial relationships with any other applicants submitting proposals in response to the above-referenced RFA; and
  • The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other applicant or competitor for the purpose of restricting competition.
  • All information in our application and all supporting documentation is authentic and accurate.
  • We understand and agree to CNFA’s prohibitions against fraud, bribery, and kickbacks.
  • We understand and agree to CNFA’s prohibitions against funding or associating with individuals or organizations engaged in terrorism or trafficking in persons activities.

We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete:

Authorized Signatory:

Name and Title of Signatory:

Date:

Company Registration or Taxpayer ID Number: