Grant Application Guidelines

Second Call for Proposals

June 2016

Page 1 of 14

Table of Contents
Section 1: Introduction ........................................................................................................................... 3
1.1

What can be funded by Ilm Ideas 2?....................................................................................... 3

1.2

The 2016 Funding Windows.................................................................................................... 4

1.3

Eligibility for support from Ilm Ideas 2.................................................................................... 5

Section 2: The application process ......................................................................................................... 6

2.1

The Application Process .......................................................................................................... 6

2.2

Timeline for the application process....................................................................................... 7

Section 3: Instructions for submitting your proposal ............................................................................. 8

3.1 Submitting your proposal and additional documents .................................................................. 8
3.2 Additional information for preparing the cost proposal .............................................................. 9
Section 4: Selection Criteria .................................................................................................................. 10

Page 2 of 14

Section 1: Introduction
1.1

What can be funded by Ilm Ideas 2?

If you have an innovative solution that has the potential to transform education in Pakistan, you can
apply for a grant from Ilm Ideas 2.
Ilm Ideas 2 provides grants to help scale up proven education solutions that:

Improve learning outcomes in basic literacy and numeracy1

Increase access to education
Increase retention (reduce dropout)

To help with your application, we recommend that you read the Problem Briefs developed by Ilm
Ideas 2 at http://www.ilmideas2.pk/problem-briefs. Each Problem Brief examines one of the three issues
and provides examples of what has worked in Pakistan and elsewhere to address the problem.
In the second call for proposals in June 2016, Ilm Ideas 2 is especially interested in solutions that
focus on one or more of the following areas:

Access to good quality education for the poorest of the poor and for children living in remote
areas
Education for girls
Education for children with special education needs
Improving the quality of learning and the learning environment
Helping teachers to be more effective in the classroom
Strengthening education management

Ilm Ideas is looking for solutions with the potential to create impact at scale and to become financially
sustainable so that they continue beyond the lifetime of the grant.

Ilm Ideas 2 measures improvements in learning using the ASER test - the test of literacy and numeracy that is
used to prepare the Annual Status of Education Report.

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1.2

The 2016 Funding Windows

Applicants can apply for mid-size or scale up grants.

Mid-size
Mid-size grants are for innovative
solutions that:
Have been developed and tested
and have demonstrated success
at a small scale.
Require support for continued
growth and for assessing the
likelihood that the innovation can
achieve impact and/or market
viability at a larger scale.

Scale-up
Scale-up grants are to help transition
successful approaches to a large
scale, with the goal of eventually
achieving widespread adoption.

How can Ilm

Ideas 2 help?

Ilm Ideas 2 can help you to do more

testing of education impact and costeffectiveness, make operational
refinements or test new business
models. You might also want help to
build paths to sustainability and scale.

At this stage, support might be

required to address operational
challenges to scaling up, work with
partners who will help scale the
solution (e.g. investors, commercial
firms, provincial governments) or to
adapt and expand innovations to
different contexts/geographies.

What is the
value of the
grant?

Mid-size grants will typically be

between PKR 40 to 80 million.

Scale up grants will typically be

between PKR 80 million to PKR 400
million.

What is the
duration of
funding?

Up to two years

Up to two years

What is the
grant for?

Page 4 of 14

1.3

Eligibility for support from Ilm Ideas 2

Applicants must be a legally registered entity in Pakistan to be eligible for investment and
support from Ilm Ideas 2. This includes registered for profit and not for profit organisations,
companies, businesses, foundations and institutions.
Ilm Ideas 2 funds non-state actors. Public sector, multi-lateral and bi-lateral agencies (e.g.
local government, ministries, government agencies, UN agencies, and government donor
agencies) are not eligible. Applicants may however work in partnership with government at
district, provincial or national level.
Applicants are encouraged to collaborate with other organisations to achieve results.
However, the lead organisation is directly responsible for the submission of the proposal and
for its implementation if the application is successful.
The fund is not directly open to applications from international organisations. However,
Pakistani entities making an application may propose working with international partners.
Note that all grants will be awarded in Pakistan in Pakistani rupees.
The nature of any agreement between the lead organisation and its partners will be discussed
and agreed with the applicant before a grant agreement is finalised.
A minimum of 20% co-financing is required from applicants. Co-financing may include in-kind
or cash contributions.
The applicants cash and cash equivalents shall be positive at the beginning and the end of
the year, for the last three years.
Applicants for scale up funding must be able to demonstrate an annual turnover of at least
PKR 40 million. This requirement does not apply to applicants for mid-size funding.

Additional requirements at the proposal stage:

The duration of the grant to be awarded will be finalized during grant negotiations.
Funding will be disbursed by Ilm Ideas 2 to the grantee based on the satisfactory completion
of pre-agreed programme milestones. No advance funding will be disbursed.
Procurement of goods and services will need to be in line with DFID procurement guidelines.
Detailed procurement guidelines for both goods and services will be included in the contracts
that Ilm Ideas 2 will sign with grantees.
Applicants will be expected to generate evidence about their innovations and share this
evidence with Ilm Ideas 2, DFID and other interested parties.
Applicants will be expected to provide regular reports on project implementation as per
guidance provided by Ilm Ideas 2.
In addition to the above, grantees will need to comply with any other conditions and principles
as formulated in the grant agreement.

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Section 2: The application process

2.1

The Application Process

The Ilm Ideas 2 programme issues a request for proposals in the national press with a link to the
programme website at http://www.ilmideas2.pk where applicants can find details about preparing and
submitting a proposal.
There are then five steps in the application process:

Step 3 Interested
Applicants submit
full proposal

Step 1
Interested
applicants
register their
interest in
submitting a
proposal

Step 4 Ilm Ideas 2

reviews proposals
and conducts due
diligence

Step 5 Finalise
proposal and
negotiate final
award

Step 2 Ilm Ideas 2

hosts the
Collaboration
Circle for
interested
applicants

Step 1: Interested applicants register their interest in submitting a proposal

Interested applicants complete a short online form to register their interest in submitting a proposal.
Applicants receive a message to confirm that their expression of interest has been received.
Within five working days of registering interest, eligible applicants receive an automated email inviting
them to submit a proposal. This email contains a unique URL (Web address). When the applicant
clicks the URL they go to the online page to download the templates needed to prepare their
proposal.
Applicants start preparing the proposal. (Proposal preparation is offline.)
Step 2: Ilm Ideas 2 hosts the Collaboration Circle for interested applicants
Ilm Ideas 2 sends an invitation to attend the Collaboration Circle to applicants who complete the
online registration form in Step 2.
The Collaboration Circle provides an opportunity for interested applicants to learn more about the
problems Ilm Ideas 2 wants them to solve, to share ideas, to meet potential partners and to learn
more about submitting a proposal.

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Step 3: Submitting a proposal

Applicants use the URL they received when they registered to go online to upload their proposal.
The proposal has two parts, the technical proposal and the cost proposal. The technical proposal is a
detailed description of the solution the applicant is proposing. The cost proposal includes a budget for
the solution and budget notes.
Applicants upload four documents in addition to their proposal An illustrative work plan, CVs of key
personnel, a written undertaking that the applicant is not affiliated with any political, religious or
banned organisation(s) as per Pakistani law and a scanned copy of the applicants certificate of
registration. See section 3 for more details.
Applicants must upload the technical and cost proposal, and the four annexes before they can click
the submit button.
Step 5: Proposal review and due diligence
The Ilm Ideas 2 team and external reviewers evaluate the proposals submitted. Based on their
evaluation, they prepare a short list of applicants.
Ilm Ideas 2 conducts due diligence on all of the short-listed applicants to check that funds will be
correctly applied to achieve the intended outcomes. To conduct the due diligence exercise, a team
from Ilm Ideas 2 visits the applicant. During the visit, the Ilm Ideas 2 grants team learns more about
the applicants financial management systems, operational policies and procedures, systems for
procurement, record keeping and so forth. They also solicit and review relevant documentation such
as audited annual financial statements, registration documents, and finance and operations manuals.
Pending the successful outcome of the due-diligence, the applicant proceeds to the final stage in the
application process.
Stage 6: Final negotiations and award
The Ilm Ideas 2 team works with short-listed applicants to revise and finalise their proposals, including
negotiating cost proposals and payment milestones. The extent of the revision depends on feedback
from the review and the quality of the initial proposal.
Recommendations for award are submitted to DFID and subject to their approval. Pending DFID
approval, the grant agreement is finalised and signed between Ilm Ideas 2 and the grantee.

2.2

Tentative timeline for the application process

Step in the application process

Issue call for proposals
Collaboration circle
Deadline for submission of proposals
Advice provided to all applicants about the progress of their proposal
Negotiations with successful applicants
Grant award to successful applicants

Page 7 of 14

When
June 12 2016
July 23 2016
August 8 2016
September 1 2016
September 2016
First week in October 2016

Section 3: Instructions for submitting your proposal

3.1 Submitting your proposal and additional documents
After you have registered your interest in submitting a proposal, you will receive an automated email
with a URL (Web address). Clicking on the Web address will take you to the online page to submit
your proposal. The page has instructions about how to proceed.
All applications must be submitted online at using the templates provided.
The deadline for applications is 1700 Pakistan Standard Time August 8 2016.
There are two parts to the proposal: the technical proposal and the cost proposal.
You must use the templates downloaded from the website to prepare your proposal offline. When you
have prepared both parts of your proposal, you go back online and upload them (together with the
four annexes listed below).
Proposals submitted in a different format may be disqualified.
The number of pages for each section of the technical proposal is suggested.
Applicants may include charts and diagrams in their technical proposals.
The complete technical proposal should not exceed 13 pages (including the cover page).
Proposals that exceed the overall page limit may be disqualified.
The CEO or other head of the entity making the application must sign and date the proposal cover
page before it is submitted.
Applicants should provide the following documents as annexes to the proposal:
Annex 1: An illustrative work plan (applicants may use their own template)
Annex 2: CVs of key personnel (CVs must not exceed 4 pages per person)
Annex 3: A written undertaking that the applicant is not affiliated with any political, religious or banned
organisation(s) as per Pakistani law
Annex 4: A scanned copy of the applicants certificate of registration

3.2 Checklist
Make sure you have prepared and submitted the following documents:

Narrative proposal
Cost proposal
Annex 1: An illustrative work plan
Annex 2: CVs of key personnel
Annex 3: Letter of undertaking
Annex 4: A scanned copy of the applicants certificate of registration

Note that you must upload all six documents (the technical and cost proposal, and the four annexes)
before you click the submit button. You will not be able to proceed if you have not uploaded all six
documents. You will receive a message when you have successfully submitted your proposal.

Page 8 of 14

3.3 Additional information for preparing the cost proposal

The following costs are considered ineligible and should not be included in your cost proposal:
Debts and provisions for losses or debts
Depreciation costs
Interest costs
Items already financed otherwise
Purchases of land or buildings
Duties or income tax
Credits or (advance) payments to third parties not recoverable
Major losses incurred which cannot be recovered, due to neglect to provide adequate
insurance cover (e.g. vehicle insurance cover).
Fines and penalties
Entertainment expenses
Human resource costs (salary and allowances) of personnel not attached to the project
Note that lumps sums for management costs or overheads or similar items are not eligible. Such
costs must be broken down in the budget.
Funds from Ilm Ideas 2 cannot be used to cover the cost of insuring assets held by grantees.
Insurance is responsibility of grantees.
There is a column for notes in the cost proposal template. Applicants should use this to briefly explain
each budget line.

Disclaimer
On behalf of DFID, the Fund Manager (Cambridge Education) reserves the right to fund any or
none of the proposals submitted and/or to disqualify any organisation or proposal for funding.
Issuance of these guidelines does not constitute an award commitment on the part of Fund
Manager, nor does it commit the Fund Manager to pay for costs incurred in the preparation and
submission of a proposal. In addition, the final award of any resultant grant (s) cannot be made
until funds have been fully appropriated, allocated, and committed following the completion of all
internal Fund Manager Procedures.
While it is anticipated that these procedures will be successfully completed, potential grant
applicants are hereby notified of these requirements and conditions for award. Applications are
submitted at the risk of the applicant; all preparation and submission costs are at the applicant's
expense.

Page 9 of 14

Section 4: Selection Criteria

This section explains the criteria that Ilm Ideas 2 and the independent reviewers will use to evaluate
your proposal.

Narrative
proposal

Cost
proposal

Evaluation Criteria
Summary
Potential to reach poor and marginalised children
Plan and approach
Plans for scale and sustainability
Tracking progress and measuring results
Expertise and experience (including CVs)
Work plan

Weightage
70% of total
score

Budget
Budget notes
Cost realism and Value for Money

30% of total
score

Total

100

A detailed breakdown of these evaluation criteria have been formulated in tables below.
Evaluation criteria for scoring the narrative
Evaluation
category
Potential to
reach poor
and
marginalised
children

Evaluation criteria

Marks

Is there an existing evidence base for this solution? How strong is

the evidence based and has it been presented by the applicant?
Is the solution likely to reach poor, marginalised and/or vulnerable
children?
Has the applicant demonstrated an understanding of the
challenge in the areas where they are planning to work?

score/15

Plan and
approach

Has the applicant explained what they expect to achieve (the

results) with investment from Ilm Ideas 2, by when?
Has the applicant stated how many children/young people will
benefit from the solution and how they will benefit?
Is there a clear/convincing line of sight between the problem, the
solution and results?
Has the applicant provided an account of what they will do, when,
how they will do it, and where they will do it?
Is the plan realistic? Does it show an understanding of the ground
realities and the context in which they will work?
If the applicant plans to work with partners, have they identified
partners with capacity and clear roles to help them achieve
results?
Do the activities proposed build on what the applicant has
accomplished to date?

score/20

Page 10 of 14

Scale and
sustainability

Is the plan and approach likely to represent good Value for Money
(VfM)?
To evaluate scale and sustainability, evaluators will complete the
scaleability assessment on page 11. 1 mark will be awarded for
an A, a mark for a B, 0 marks for a C. They will total the marks,
divide by two and transfer the final score into this sheet.

score/12.5

In addition, the evaluators will ask:

What is the cost per child? How does this compare to other
interventions?
Has the applicant shared ideas for attaining financial
sustainability? Do these sound feasible?
Has the applicant identified some key risks (e.g. risks to
implementation, risks of fraud) that might prevent them taking
their solution to scale and ways to mitigate these risks?

Score/12.5

Tracking
progress and
measuring
results (M&E)

Has the applicant explained how they plan to track progress?

Has the applicant suggested measures for success?

score/10

Expertise and
experience

Does the applicant have a relevant and successful track record?

Does the applicant have the governance structure and financial
and management capacity to implement the project, at scale?
Are the key decision makers in the organisation on board,
invested in the solution and committed to driving the solution
forward?
Do the key team members have the expertise and skills required
to take the solution forward?

score/25

Work plan

Is the work plan clear?

Does it provide a well thought out description of implementation of
project activities (e.g. tasks are appropriate and relate to results
with realistic timelines)?

score/5

Evaluation criteria for scoring the Cost Proposal

Evaluation
Category
Budget
Budget notes

Value for
Money

Evaluation criteria

Score

Does the budget follow the prescribed format?

Are all costs in the budget eligible?
Has the applicant provided budget notes?
Is there sufficient detail and explanation in the budget narrative to
understand the cost of each element in the budget?
Are the cost elements in line with the proposed activities and work
plan?
Are the cost elements in line with latest prices prevailing in the
market?
Does the budget clearly show the applicants contribution and is
this percentage real and significant?

score/20

Page 11 of 14

score/50

score/30

Total score

score/100
marks

Page 12 of 14

Scaleability assessment
Model Categories
A. Is the model
credible?

Scaling up is harder

Based on sound evidence

Little or no solid evidence

Independent external evaluation

No independent external evaluation

There is evidence that the model works in

diverse social contexts
The model is supported by eminent individuals
and institutions
The impact is tangible

There is no evidence that the model works in

diverse social contexts
The model is supported by few or no eminent
individuals and institutions
The impact is not very tangible

Clearly associated with the intervention

Not clearly associated with the intervention

Evidence and documentation exist

Current little or no evidence

Addresses an issue which is currently high on the

policy agenda
Addresses a need which is sharply felt by
potential beneficiaries
Current solution for this issue are considered
inadequate
Superior effectiveness to current solution is
clearly established

Addresses an issue which is low or invisible on

the policy agenda
Addresses a need which is not sharply felt by
potential beneficiaries
Current solutions are considered adequate

9
C. Does the model
have relative
advantage over
existing practices?

4
B. How observable are
the models result?

Scaling up is easier

10
11

Page 13 of 14

Little or no objective evidence of superiority to

current solutions

D. How easy is the

model to transfer
and adopt?

12
13
14
15
16
17
18
19
20
21

E. How testable is the

model?
F. Is there a
sustainable source
of funding?

Implementable within existing systems,

infrastructure, and human resources
Contains a few components easily added onto
existing systems
Small departure from current practices and
behaviours of target population
Small departure from current practices and
culture of adopting organisations (s)
Few decision makers are involved in agreeing to
adoption of the model
Demonstrated effectiveness in diverse
organisational settings
The model is not particularly value or process
intense
Low technical sophistication of the components
and activities of the model
Key innovation is a clear and easily replicated

22

Low complexity; simple with few components and

easily added on to existing systems
Include little supervision and monitoring

23

Able to be tested by users on a limited scale

24

Superior cost-effectiveness to existing or other

solutions clearly established
The model itself has its own internal funding (e.g.
user fees) or endowment

25
Total

Page 14 of 14

Requires new or additional systems,

infrastructure, or human resources
Is a complete or comprehensive package or
multiple components
Large departure from current practices and
behaviours for target population
Large departure from current practices and
culture of adopting organisations (s)
Many decision makers are involved in agreeing
to adoption
Demonstrated effectiveness in only one/pilot
organisational setting
Process and /or values are an important
component of the model
High technical sophistication of the components
and activities of the model
Focus of the model is one which is not easily
replicated
High complexity with many components;
integrated package
Includes substantial supervision and monitoring
of implementation
Unable to be tested without complete adoption at
a large-scale
Little evidence of superiority in terms of costeffectiveness
No internal funding; the model is dependent on
external funding source