1 It is estimated that awards as a result of this solicitation will range in value from approximately EUR 3,000
to EUR 15,000 for less than a year period.
2.For the purposes of this APS, the term CSO includes non-governmental organizations (NGOs), educational institutions, private
businesses, professional associations, and other community based organizations
Improve autonomous, horizontal communications between: (a) Kosovo Albanian and nonmajority communities; and (b) the Government of Kosovo and non-majority communities;
Improve economic opportunities in target municipalities; and
Increase the efficiency and capacity of targeted municipal administrations to respond to the
needs of all the citizens.
Build capacity of host-country organizations to leverage cross-ethnic leadership to achieve
program objectives and implement USAID Kosovo funded activities
For the purpose of this APS, the term CSO includes non-governmental organizations (NGOs), educational institutions, private
businesses, professional associations, and other community based organizations.
IC.
The focus on the grants activity is to help support AKT four program objectives as defined in Section 1A.
Youth initiatives, activities targeted at women and children, media initiatives, such as theatre, reality TV,
comedy TV, art and film will be highly encouraged. Business training activities, activities targeted at
employability of women and youth, access to finance initiatives, income generation activities for
returnees and activities that increase income and sales for SMEs.Citizen initiatives targeted at
strengthening municipal transparency , such as monitoring of municipal plans, budgeting and own source
revenue collection.
The grants should support activities and programs that help achieve the programs results, for example:
All grants must have a period of performance within the Advancing Kosovo Together APS program
period (September 2014 September 2015) and should be for a duration of no more than 12 months.
Advancing Kosovo Together recognizes that some grantees may need technical assistance to more
effectively carry out the activity. Consequently, applicants are encouraged to specify their needs for
technical assistance and/or training in their application.
ID.
AUTHORITY/GOVERNING REGULATIONS
Advancing Kosovo Together grant awards are made under the authority of the U.S. Foreign Affairs Act
and USAIDs Automated Directive System (ADS) 302.3.5.6, Grants Under Contracts. Awards made to
non-U.S. organizations will adhere to guidance provided under ADS Chapter 303, Grants and
Cooperative Agreements to Non-Governmental Organizations and will be within the terms of the
USAID Standard Provisions for Non-U.S. Non-Governmental Recipients, as well as the Advancing
Kosovo Together grants procedures.
ADS 303 references three additional regulatory documents issued by the U.S. Governments Office of
Management and Budget (OMB) and the U.S. Agency for International Development:
- 22 CFR 226: Administration of Assistance Awards to U.S. Non-Governmental Organizations
- OMB Circular A-122: Cost Principles for Nonprofit Organizations
- OMB Circular A-133: Audits of States, Local Governments, and Nonprofit Organizations
Full text of the OMB circulars can be found at http://www.whitehouse.gov/omb/circulars/. Advancing
Kosovo Together is required to ensure that all organizations receiving USAID grant funds comply with
the guidance found in these circulars, as applicable to the respective terms and conditions of their grant
awards.
Under the Advancing Kosovo Together grant program, USAID retains the right at all times to terminate,
in whole or in part, Advancing Kosovo Together grant-making authorities.
SECTION II. AWARD INFORMATION
Advancing Kosovo Together anticipates awarding up to 455,000 EURO through approximately 20 to 25
grant awards. Each grant award is expected to range from between 3,000 to 15,000 EURO however will
be negotiated based on the scope of the activity proposed by the grantee. The duration of any grant award
under this solicitation is expected to be no more than 12 months. The type of grant to be awarded will be
determined during the negotiation process.
SECTION III. ELIGIBILITY
IIIA.
ELIGIBLE RECIPIENTS
Applicants must be a registered CSO in Kosovo, all CSOs should be formally constituted,
recognized by and in good standing with appropriate Kosovo authorities, have its principle place
of business in the recipient country, be majority owned by individuals who are citizens or lawful
permanent residents of Kosovo, and compliant with all applicable civil and fiscal regulations.
Applicants must have established outreach capabilities with linkages to the beneficiary group(s)
identified in the program description. This should be reflected by the incorporation of the
beneficiary perspective in the application.
Applicants must display sound management in the form of financial, administrative, and technical
policies and procedures and present a system of internal controls that safeguard assets; protect
against fraud, waste, and abuse; and support the achievement of program goals and objectives.
Advancing Kosovo Together will assess this capability prior to awarding a grant
Applicants must sign the following required certifications prior to receiving a grant. The certifications are
attached to this solicitation (Annex E) and Advancing Kosovo Together grants and procurement staff will
review them with applicants.
Grantees will provide Chemonics with its Duns and Bradstreet Number (DUNS) prior to grant
execution or immediately following execution, and confirm their registration with the System for
Award Management (SAM). In cases where the grantee does not have a DUNS, Advancing
Kosovo Together may help the grantee to obtain one
Annex F includes a Survey on Ensuring Equal Opportunity. Applicants may voluntarily complete and
submit the survey electronically. Absence of a completed survey in an application is not be a basis upon
which the application is determined incomplete or non-responsive./
The program will work with the successful grantee to draft a marking and branding plan which will be
annexed to the grant agreement.
Advancing Kosovo Together encourages applications from new organizations who meet the above
eligibility criteria.
SECTION IV. APPLICATION AND SUBMISSION INFORMATION
IVA.
INSTRUCTIONS TO APPLICANTS
Applicants must propose strategies for the implementation of the program description described above,
introducing innovations that are appropriate to their organizational strengths.
IVB.
GRANT APPLICATION
Instructions and a template to be utilized when developing the full application are provided in Annex A-B.
Applicants shall present their technical application and budget in the formats provided and shall follow
the instructions and guidelines listed in these annexes.
All grant activity costs must be within the normal operating practices of the Applicant and in accordance
with its written policies and procedures. For applicants without an audited indirect cost rate, the budget
may include direct costs that will be incurred by the Applicant to provide identifiable administrative and
management costs that can be directly attributable to supporting the grant objective.
Applicants that submit full applications that meet or exceed the evaluation criteria will be notified of next
steps in the application process. Applications will be reviewed on a rolling basis.
IVC.
APPLICANT SELF-ASSESSMENT
All organizations selected for award are subject to a pre-award responsibility determination conducted by
Advancing Kosovo Together, to ascertain whether the organization has the minimum management
capabilities required to handle US government funds. The applicant self-assessment is the first step in the
pre-award responsibility determination process. The Applicant Self-Assessment Form is contained in
Annex D. The applicant must include this self-assessment with their submission.
IVD. INELIGIBLE EXPENSES
Advancing Kosovo Together grant funds may not be utilized for the following:
IVE.
SUBMISSION INFORMATION
Applications shall be submitted in English and may not be more than 12 pages.
Applications (Technical and budget proposals and supporting documentation) should be submitted in
sealed hard copy to the Advancing Kosovo Together offices at the address below and should reference
APS No.1. Applications will be accepted no later than 16:00 local time beginning on October 24 , 2014,
and on the last day of the month thereafter until March 30, 2015. Late or unresponsive applications will
not be considered.
Advancing Kosovo Together
Nazim Gafurri 34, 10000
Pristina, Kosovo
Grants@usaidakt.org
In addition to the application forms, applicants should submit the following to Advancing Kosovo
Together:
- Grants Application
- Grant Budget Form
- Implementation Timeline
- Signed and dated Required Certifications listed under section III.A
- Applicant Self-Assessment form
- A copy of the Applicants valid legal registration,
- A copy of their latest audited financial statements.
- A copy of Tax Verification Certificate. The certificate can be obtained electronically at
http://evertetimi.atk-ks.org
Please submit all questions concerning this solicitation to the attention of Hekuran Dajaku, Grants and
Procurement Manager, via email to: grants@usaidakt.org. Advancing Kosovo Together will assist
applicants in understanding the application process, and can provide coaching in application development
at the request of applicants.
This Annual Program Statement for application submission is valid through March 30,
2015. Applicants may submit their applications within this timeframe for funding through
September 30, 2015, and applications will be reviewed on a rolling basis. Applicants will
be notified in writing for the status of their application within 2 weeks from the day of
submission.
Rating (Points)
25
25
15
15
10
Past Performance
Overall Rating (out of 100 points)
10
100
Issuance of this APS and assistance with application development do not constitute an award or
commitment on the part of Advancing Kosovo Together, nor does it commit Advancing Kosovo Together
to pay for costs incurred in the preparation and submission of an application. Further, Advancing Kosovo
Together reserves the right to accept or reject any or all applications received. Applicants will be informed
in writing of the decision made regarding their application.
LIST OF ANNEXES
ANNEX A
GRANT APPLICATION TEMPLATE
A.1. General Instructions
Advancing Kosovo Together will assist applicants in understanding the application process, answer
questions from applicants, and may provide coaching in application development at the request of
applicants. Annex B includes a detailed budget format that must be completed and submitted with your
application. Annex C,and Implementation Plan Timeline,should also be completed at the time of
submission of the grant application. This application may not exceed 12 pages in length. Pages exceeding
10 will not be reviewed (does not include Annex B, Detailed Grant Budget or Annex C, Implementation
Plan Timeline and any other annex certifications).
A.2. Instructions by Section
Templates for presentation of both the technical and budget aspects of the application are provided in
Annexes B and C. Applicants shall present their proposals in the formats provided. Those applications
that are not submitted according to the formats requested and in accordance with the instruction in this
RFA will be considered as non-responsive and will be disqualified.
The application elements and guidelines are summarized below:
Section I (Basic Information). The Applicant provides basic contact information and information
regarding the status of the organization. This section must not exceed 3 page in length
Items 1-2: Organizations name, date organization was founded, and current registration status.
Item 3:
Contact Information Contact name, title, address, telephone, fax, e-mail, etc. The contact
person (agent) is responsible for communications between Advancing Kosovo Together and
the Applicant. This applies to all aspects of the grant, from initial application, negotiation,
award, and close out. The agent must have full authority and responsibility to act on behalf of
the Applicant. The agent should be someone who will be directly involved with the grant
activity and has a proven, established relationship with the Applicant.
Item 4:
Organizational Structure List board members (or founding members if you do not have a
formal board of directors) and key staff (president, directors, treasurer, etc). If available,
please attach an organizational chart.
Item 5:
Briefly describe the organization and its activities Should introduce the Applicant and its
background: how it was formed, its mission or purpose, major accomplishments in the area of
the targeted activity, current activities, past related experience, and clients. This section must
not exceed 1 page in length.
Item 6:
ReferencesList three donors, partner organizations, or community leaders that can provide
references for your organizations ability to successfully carry out the financial,
administrative, and technical requirements of the grant activity. Briefly describe your
relationship to the reference and the nature and duration of your work together. If the
reference is a previous donor, list the activity and location of the activity(s) they funded. Be
sure to provide complete information, including a point of contact, with telephone and email
address.
Section II (Program Description). The Applicant describes overarching program elements such as
objective of the grant and the linkage to AKTs objectives, results, the activitys beneficiaries, and plan
for disseminating activity deliverables. This section must not exceed 4 page in length.
Item 7:
Grant Activity TitleThe title given to the activity should relate to the grant activity
objective.
Item 8:
BackgroundIdentify the problem that the grant activity proposes to address. This section
must not exceed 1 page in length.
Item 9:
Grant Objective Briefly state the objective of the proposed grant activity.
Items 10:
Grant Activity Detail Provide a thorough, detailed description of the activity, including how
the activity links to AKTs objectives, and the expected results. This section must not exceed
2 pages in length. Please refer closely to the evaluation criteria and program description
sections of the APS.
Item 11:
Section III (Program Implementation Plan). This section covers information regarding activity
implementation, including proposed personnel and descriptions of each task. This should be the most
detailed section and must not exceed 3 pages in length, depending on the nature of the grant activity and
tasks involved.
Item 12:
Item 13:
Anticipated duration should be stated with a degree of accuracy of plus or minus two weeks.
Main tasks of the activity Provide details regarding the specific tasks of the activity in
Annex C.The implementation plan must be supported by Annex C, Implementation Plan
Timeline, listing all identified main tasks over the duration of the activity. Please include all
events, trainings, publications, etc. For each task, provide the following information:
Task # / Title
1.
Task description
2.
Target Audience
3.
Grant-financed resource required & detailed explanation of use
4.
Non-grant-financed resources required
5.
Start and end dates
6.
Person(s) responsible
7.
Milestone or indicator of achievement
Each task must be:
Complete and sound
Integrated and scheduled with dependent tasks
Assigned to a responsible party
Defined in terms of resources required
Concluded with a viable milestone of achievementmilestones must be linked to
results.
The tasks listed must show a logical, thoughtful approach to the overall implementation plan.
Tasks should describe actions and be logically sequenced. The Applicant should also describe
any relevant material assumptions made and/or conditions or precedent required for the
achievement of the tasks.
Item 14:
Item 15:
Applicant lists the personnel who will be involved in implementing the grant activity. Attach
updated CVs and Annex B.1, Salary History Form, for all grant activity personnel.
Applicant should describe past experience or on-going carrying out similar technical
activities. This is a critical factor in assessing the capacity of the applicant to implement the
activity. If the applicant does not have similar experience, state that here and describe any
other relevant qualifications that will allow you to successfully implement the grant activity.
Section V (Cost). This is a summary of the information provided in the application budget forms, and
includes total grant request, Grantee's cash or in-kind contributions (cost-sharing) for the activity (if
applicable), and contributions from other sources (co-funding) for the activity. Applicant also describes
any other US Government funding they are currently receiving for other purposes. Applicant must
identify any long-term, recurrent commitments resulting from activity, and Applicants plan for
sustainable coverage.
Item 17:
Detailed cost of this activity (cash, in-kind [i.e. donated goods or services], and third-party
sources)
Item 18:
Discuss strategies for ensuring the sustainability of the proposed activity and organization,
including proposed cost share, expected program income generation (if any), and third party
leveraging of funds (if any). Program income is defined as gross income earned by the
Grantee that is directly generated by a supported activity or earned as a result of this grant,
during the period of the grant.
Item 19:
List any major donor-funded activities (U.S. and other) that your organization has managed in
the last two years, currently receives, or expects to receive within the duration of the grant
activity.
Applications must be supported by Annex B, Detailed Grant Budget. This excel budget template, when
properly completed, reviewed, and approved by Advancing Kosovo Together, will serve as the mutually
agreed-upon guide for activity financial management. All activity costs must be identified. Cost data must
be accurate; proposed amounts should not be unrealistically high or low.
It is important that the budget clearly indicate where specific project funds are to come from (from
USAID, co-funding by another donor, or the applicants cost-sharing contribution). Furthermore,
contribution from other donors and Applicant resource commitment will be investigated and documented.
In order to avoid double financing/ billing, Advancing Kosovo Together will require full disclosure by all
involved parties and will maintain contact with co-funders to verify their contributions. Budgeted
amounts must also be supported by justification, and the applicant must be able to provide such backup to
Advancing Kosovo Together if requested.
All grant activity costs must be within the normal operating practices of the Applicant and in accordance
with its written policies and procedures. For applicants without an audited indirect cost rate, the budget
may include direct costs that will be incurred by the Applicant to provide identifiable administrative and
management costs that can be directly attributable to supporting the grant objective.
Section A.3. Grant Application Form
The application must be signed by an authorized agent of the Applicant.
This application is in response to ASP No.___________________
Section I. Basic Information
1. Organization name:
2. Date organization was founded and registration status:
3. Contact information:
Key contact person(s) and title:
Office address:
Mobile:
Email:
Office phone:
Fax:
Website:
4. Organizational Structure List board members (or founding members if you do not have a formal
board of directors) and key staff (president, directors, treasurer, etc). If available, please attach an
organizational chart.
5. Briefly describe the organization, its purpose, and past related experience:
6. List contact information for three (3) references from previous donors or organizations (U.S. and
other) that your organization has collaborated with in the last two years:
Donor Agency
or
Organization
Nature of Relationship or
Title of Project, Location
Contact Person
Name & Position:
Email:
Tel:
Name & Position:
Email:
Tel:
Name & Position:
Email:
Tel:
8. Background: What is the issue or problem that the activity will address? Why is it critical to address
this issue?
9. Objective of the proposed grant activity:
10. Describe the proposed activity and expected results in detail (or attach a project description).
Describe the main tasks that are proposed to meet the grant objective, the expected results to be
achieved, and how the tasks are linked to the grant objective. Describe any relevant material
assumptions made and/or conditions or precedent required for the achievement of the grant objective.
This activity detail should keep in mind the evaluation criteria contained in the solicitation:
11. Describe the proposed participants and/or beneficiaries, and your method for identifying or selecting
participants and beneficiaries:
Section III. Implementation Plan
12. Anticipated duration of the grant activity:
Overall length (total number of months)
Start and end date (day, month, and year)
13. All implementation plans must be supported by Annex C that lists all identified tasks over the
duration of the activity.
14. Location(s) of the activity (add rows and columns as needed ).
# Community
1
2
3
4
5
Municipality
Target Group
15. List personnel who will be involved in implementing this project. CVs & salary history forms are
required for all project personnel. See Annex B.1, Salary History Form.
Section IV. Experience and Capacity
16. Describe the organizations experience implementing similar activities:
Section V. Cost
Note: All applications must be supported by the attached Annex B, Detailed Grant Budget.
17. Cost in local currency per the attached budget:
18.
D
i
s
c
u
s
s
Total
Funding
(in local
currency)
By affixing my signature below, I certify that to the best of my knowledge, the information provided in
this application is accurate and correct:
Submitted by (name and title): ____________________________________________________
Signature: _____________________________________ Date: __________________________
FOR PROJECT USE ONLY
Date received _______________
The undersigned hereby certifies that: (a) the prospective grantee has received an official delivery
receipt for its Grant Application, (b) a copy of that receipt has been filed, (c) a reference number has
been assigned, and (d) a grant application file has been opened. In addition, the prospective grantee
has been advised as to the review and appraisal process, and its primary project point of contact.
Grants and Procurement Manager_____________________ Date ________________
This is an external form for completion by employees and consultants of grantee organizations. The form
should be signed by the employee/consultant and also the organizations legal representative.
Instructions
Include within this form the last 3 years of salary earnings. If you have worked as a full time employee,
then complete #7, noting your monthly gross salary in the currency in which you were paid. Do not
include 13th month salary benefits, bonuses, commissions or overtime. If you received a salary raise then
include it as a separate row, indicating the start date.
For your current job, include Present in the To column.
If you were a short term consultant, note in #8, the number of days and daily salary rate (based on an 8
hour day) in the currency in which you were paid. The daily rate should be exclusive of per diem (meals
and incidentals and lodging payments), and transportation.
2. Contractors Name
4. Contract Number
6. Proposed Salary
7. Duration of Assignment
9. Place of Birth
11. Names, Ages, and Relationship of Dependents to Accompany Individual to Country of Assignment
12. EDUCATION (include all college or university degrees)
NAME AND LOCATION OF
INSTITUTION
MAJOR
DEGREE
DATE
2/R
2/S
2/R
2/S
2/R
Give last three (3) years. List salaries separate for each year. Continue on
separate sheet of paper if required to list all employment related to duties of
proposed assignment.
Salary definition basic periodic payment for services rendered. Exclude bonuses, profit-sharing arrangements, commissions,
consultant fees, extra or overtime work payments, overseas differential or quarters, cost of living or dependent education allowances.
EMPLOYERS NAME AND
Dates of Employment (M/D/Y)
Annual Salary
ADDRESS
POSITION TITLE
POINT OF CONTACT
From
To
Dollars
&TELEPHONE #
16. CERTIFICATION:
Signature of Employee
Dates of Employment
(M/D/Y)
From
To
Days at
Rate
Daily Rate
In Dollars
To the best of my knowledge, the above facts as stated are true and correct.
Date
IMPLEMENTATION PLAN
Task
List each task. Please be as
specific as possible. Use
additional pages if
necessary.
Target
Audience
Who is the
audience
targeted for
the task?
Non-Grant
Resources
Required
Grant
(Grantee or Third
Resources
Party
Required and Contribution) and
Detailed
Detailed
Explanation of Explanation of
Use
Use(if applicable)
12 Month Timeline
Place an X in the appropriate box to
indicate the first and last month of the task,
with approximate start and end dates. (Add
more months if necessary)
1
2 3
5 6
8 9
10 11 12
Person(s)
Responsible
Who is responsible
for overseeing and
implementing the
task?
Evaluation
Indicators and
Milestones
How will you
measure the succe
of the task?
No
Yes
No
3. Telephone number:_________________
5. List the name, position/title, and telephone number for the individual responsible for
preparing narrative reports:
1. Name:___________________________
2. Title:_____________________________
3. Telephone number:_________________
6. Does the organization keep timesheets for each paid employee?
Yes
No
ACCOUNTING SYSTEM
1. The purpose of an accounting system is to:
a. Accurately record all financial transactions,
b. Ensure that all financial transactions are supported
by invoices, timesheets and other documentation,
Yes
Yes
No
No
2. Briefly describe your organization's accounting system including: (A) any manual ledgers
used to record transactions (general ledger, cash disbursements ledger, suppliers ledger etc.);
(B) any computerized accounting system used (please indicate the name); and (C) how
transactions are summarized in financial reports, (by the period, project, cost categories):
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
3. Does your organization have written accounting policies and procedures? Yes
4. Are your financial reports prepared on a:
No
Cash basis:
Accrual basis:
(Accrual = bill for costs before they are incurred)
5. Can your accounting records separate the receipts and payments of the grant from the
receipts and payments of your organization's other activities?
Yes
No
6. Can your accounting records summarize expenditures from the grant according to different
budget categories such as salaries, rent, supplies, and equipment?
Yes
No
7. How do you allocate costs that are shared by different funding sources, such as rent,
utilities, etc.?
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Monthly:
Quarterly:
Annually:
If financial reports are not prepared, then briefly explain why they are not:
___________________________________________________________________________________
___________________________________________________________________________________
9. How often do you input entries into the financial system?
Daily
b. Weekly
c. Monthly
10.How often do you do cash reconciliation?
Daily
b. Weekly
11.
c. Monthly
d. Ad hoc/as needed
d. By accountants decision
Do you keep invoices, vouchers and timesheets for all payments made from grant funds?
Yes
No
FUNDS CONTROL
1. Do you have a bank account registered in the name of your organization?
Yes
No
2. Are the bank account and its signatories authorized by the organization's Board of Directors,
Trustees, or other authorized persons?
Yes
No
AUDIT
Please provide the following information on prior audits of your organization.
1. Does your organization contract and pay for regular independent
audits?
Yes (please provide the most recent copy) No audits performed
2. If regular independent audits are performed, who performs the audit?
1. Name:___________________________
2. Title:_____________________________
3. Telephone number:_________________
3. How often are audits performed?
Quarterly:
Yearly:
Other: (explain)
___________
4. If your organization does not have a current audit of its financial statements, please provide a
copy of the following financial information, if available:
a. "Balance Sheet" for your prior fiscal or calendar year; and
b. "Revenue and Expense Statement" for your prior fiscal or calendar year.
5. Are there any reasons (local conditions, laws, or institutional circumstances) that would
prevent an independent accountant from performing an audit of your organization?
Yes
No
If yes, please explain:
__________________________
Signature
__________________________
Date
Grantee Name______________________________________________________________________
Grantees Authorized Representative Name________________________________________________
Grantees Authorized Representative Title_________________________________________________
Grantee Authorized Representative Signature______________________________________________
Date____________________________
_________________________
Signature
_________________________
Type or Print Name
_________________________
Position Title
_________________________
Date of Execution
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