Frequently Asked Questions
The Community REACH Frequently Asked Question area is divided into two sections: For Applicants and For Grantees. The former is for organizations applying for an award; the latter, for organizations that have already won an award.
Frequently Asked Questions - For Applicants
RE: Request for Applications (RFA) # 08-A-1 Grants for HIV Prevention in Uttar Pradesh State, India for Migrant Populations
Question #1) Where can I find the costing guidance for targeted interventions referred to in the RFA document under section V (Application Information, section E)?
The NACO guidance for Targeted Interventions Under NACP III: Core High Risk Groups can be found at: http://www.nacoonline.org/upload/Publication/NGOs%20and%20targetted%20Intervations/NACP-III.pdf
Please see Section 3.5, pages 89-91 of this document and follow the costing guidelines in so far as is possible based on your proposed project design.
Responses to additional questions related to the RFA for Grants in India will be posted here by Pact Headquarter's close of business Monday, August 25, 2008.
Equal Access
Question: May we schedule a meeting with the Community REACH staff to discuss our application in more detail?
Answer: As this is a transparent and competitive grants process, Community REACH must ensure that all prospective applicants are treated equally and have access to the same information at the same time, so personal meetings to discuss individual application details are not allowable. However, general questions are welcomed via email (reachgrants@pacthq.org) and frequently asked questions (FAQ's) will be posted to our website and updated periodically.
Community REACH staff are available after awards have been announced to provide debriefs on individual proposals.
Review Timeline
Question: On what date will Community REACH inform the applicants selected as grant winners?
Answer: We estimate that the grant winners will be notified within 6- 8 weeks of the application deadline.
USAID Mission Involvement
Question: Do applications require a letter of endorsement from USAID?
Answer: No. However, executive summaries of selected applications will be sent by the USAID Cognizant Technical Officer to the appropriate mission for review, comment and endorsement.
Eligibility
Question: My organization is registered as a local NGO in a country of eligibility. My organization is also a member of a larger international membership-based organization that is registered in Europe/USA and is made up of independent member organizations around the world. The proposed project will be implemented in the country of eligibility. Does it qualify as an "indigenous NGO"?
Answer: A local, indigenous organization would have a Board of Directors or General Assembly made up of in-country citizens and would not be under the control of Officers of the U.S./European organization. The application would have to be submitted by the local organization and any resulting award would be made directly to the local, in-country organization. If the local organization is set up so that it operates autonomously from the U.S./European counterpart and can accept funding directly, it can apply under the RFA.
Please note, this is a complex issue and any advice with regard to eligibility provided herein is made on incomplete information and can not be relied upon as a definitive ruling regarding eligibility. Community REACH suggests that if you believe that the local organization you support is separate from the U.S./European organization and has separate decision-making and fund-raising authority, we advise the local NGO to apply to the RFA. Part of the application includes submission of registration documentation.
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Question: My organization is headquartered in the United States with a field office in a country of eligibility that is locally registered as a NGO. Does this field office qualify to apply as an "indigenous NGO"?
Answer: In most instances, a field office does not qualify as an indigenous NGO. A local, indigenous organization would have a Board of Directors or General Assembly made up of in-country citizens and would not be under the control of Officers of the U.S. organization. The application would have to be submitted by the local organization and any resulting award would be made directly to the local, in-country organization. If the local organization is set up so that it operates autonomously from the U.S. counterpart and can accept funding directly, it can apply under the RFA.
Please note, this is a complex issue and any advice with regard to eligibility provided herein is made on incomplete information and can not be relied upon as a definitive ruling regarding eligibility. Community REACH suggests that if you believe that the local organization you support is separate from the U.S. organization and has separate decision-making and fund-raising authority, we advise the local NGO to apply to the RFA. Part of the application includes submission of registration documentation.
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Question: May international PVO's/NGO's submit applications?
Answer: Primary applicants must be local, indigenous NGO's. However, an international PVO/NGO may participate as a partner.
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Question: May an applicant submit more than one application in response to a single RFA (e.g., separate applications for programs in two different countries)?
Answer: Yes. Also, multiple countries may be included in a single application, provided all countries are participating.
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Question: May an applicant submit an application for subsequent RFA's with different technical focal points if awarded a grant under the current RFA?
Answer: Yes. Receiving a grant under this RFA does not preclude subsequent applications.
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Question: May an applicant be awarded more than one grant under a single RFA?
Answer: Yes.
Format
Question: Can applications be submitted electronically?
Answer: No. Applications must be submitted according to the RFA instructions, which state five hard copies and a diskette or CD must be submitted to Pact Inc. Applications must be sent via post, courier or delivery in-person on or prior to the due date of 7 September 2005.
Geographical Emphasis
Question: If my country is not on the list of eligible countries, may I submit an application?
Answer: No. The countries specified have been selected in consultation with our donor. Only applications from these countries are eligible for the current RFA's.
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Question: What are my chances of getting a grant under this RFA?
Answer: Community REACH RFA's are very competitive. Community REACH receives more than 100 applications per RFA and typically invites an average of 15 applicants to a finalist round and awards 7 grants out of the more than 100 applications.
Frequently Asked Questions - For Grantees
Question: What are the reporting requirements under the award?
Answer: The following are the reporting requirements under the Community REACH award:
Work plan: Annual work plans are to be submitted 30 days after the start of your Community REACH program based on the Community REACH work plan guidelines. Annual work plans are due each year on the anniversary date of the original work plan. The Community REACH team will review your work plan and provide feedback. Once the work plan is in final the Program Director or her designate will send you the final approval.
Performance: A quarterly performance report based on Community REACH guidelines and format is required on January 15, April 15, July 15 and October 15 annually. Some grantees have semi-annual reporting requirements due on Jan 15 and July 15 annually.
Financial: Financial reports are due on a quarterly basis on January 15, April 15, July 15 and October 15 and should be submitted based on Community REACH formats and guidelines.
Audit: Community REACH grantees are subject to audits in accordance with the requirements of the United States Office of Management and Budget (OMB) Circular A-133. Grantees that expend $300,000 or more annually of US Government funds (such as USAID, State Department and CDC funds) are required to submit a form with information (Community REACH will forward the form to you) that an audit was conducted in accordance with OMB Circular A-133. The report is due within 9 months after the end date of the grantee fiscal year. Foreign non-profit organizations expending less than $300,000 per their fiscal year under a USAID grant, contract or cooperative agreement shall be exempt from the above financial audit requirements but are subject to the requirement to make records available upon request for review by Pact and USAID officials or their designees.
Final Report: Within 60 days after completion of the award the grantee shall submit an original and two copies of the final report with performance and financial information to the Program Director and Grants Manager.
Question: When am I required to get Pact's prior approval about a change in my program?
Answer: There are several events which require Pact's prior approval:
- Change in key personnel: the key personnel on your grant agreement are negotiated during the award process. The designated key positions are included in your agreement under the paragraph entitled "Substantial Involvement". If there is a change in one of your designated key positions notify the Program Director (preferably before the change) and send a copy of the C.V. The program director has the authority to approve the change in key personnel.
- Change in scope of project: Substantial change in the scope or objective of your Community REACH program (even if there is no budget revision associated with the change) requires prior approval from the Program Director. Please send information on the proposed change and a justification.
- Change in grantee budget: Revisions to the life of project grant budget shall be approved by the Grants Manager when making budget shifts within line items, which will exceed 10% of the total budget for the year. Some grant agreements include a clause that only requires prior approval for budget shifts that will exceed more than 10% of the total life of the project budget. Please review your grant agreement under the section "Budget" to determine your requirements for prior budget approval.
- Change in life of project dates: If you anticipate a start-up date that will be delayed by five (5) days or more than the agreed start date (during the negotiation of the award process) you must notify the Grants Manager for approval. Grant no-cost extensions: grantees may request a grant period extension if project activities cannot be completed by the end date of the grant period. Grantees should submit a request for a grant extension and narrative explanation for such request to the Grants Manager prior to the original end date of the grant.
- Equipment purchase not included in the original grant agreement: Any "equipment" (defined as anything with a unit price over $5000--anything with a unit price under $5000 is considered supplies) purchase not approved in the original grant agreement and budget must receive prior approval by the Grants Manager.
- International travel not included in the original grant agreement or approved work plan budget: A grantee is not authorized to use grant funds for international travel unless it is approved by the Grants Manager. International travel can be approved during the award process or during the annual work plan approval process or on an ad hoc basis as required. Special international travel restrictions: international air travel requires the adherence to the "Fly America" act. If you are traveling internationally and are unaware of "Fly America" restrictions please confer with the Grants Manager.
- Change in sub-grant recipient partner or sub-contract partner not approved in the original grant agreement: Prior approval by the Program Director and Grants Manager is required if you change the originally negotiated sub-grant(s) recipient or sub-contract partner. If under your Community REACH grant program you managed a sub-grant competition prior approval does not apply.
- Purchase of pharmaceuticals: purchases of any pharmaceuticals (including vitamins, ORS, antibiotics, aspirin etc) under Community REACH grants are not allowed unless specific approval is given by the Grants Manager and US source origin is applied.
- Purchase of HIV/AIDS Test Kits: purchases of HIV/AIDS test kits must receive approval by the Community REACH Grants Manager. Only specific USAID approved test kits can be purchased with USAID funds and also require USAID approval.
- Purchase of condoms: some restrictions apply on the purchase of condoms and such a purchase requires prior approval by the Community REACH Grants Manager.
Question: What are special award conditions?
Answer: Special award conditions may be included in your Community REACH grant agreement in a special paragraph "Special Award Conditions". The grant recipient is required to follow all of the special award conditions and should inform the Grants Manager immediately if any of these conditions cannot be met.
Question: What are the basic requirements if your project will award subgrants to other recipients?
Answer:
Sub-grant recipients must be legally registered entities and have documentation to prove their legal status.
Sub-grant recipients must not be associated with terrorism. All Community REACH grantees and grantee sub-recipients should be notified that U.S. executive order and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the recipient to ensure compliance with these executive orders and laws. This provision must be included in all sub-contracts/sub-agreements issued under this agreement. The recipient may use resources available on the internet to review established lists published by the U.S. government. These may be located at:
http://www.treasury.gov/offices/enforcement/ofac/sanctions/t11ter.pdf
http://www.treasury.gov/offices/enforcement/ofac/sdn/t11sdn.pdf
http://www.state.gov/s/ct/rls/fs/2002/9014.htm
Question: What are the required pass-thru clauses for sub-recipients of funds?
Answer: The above clause on organizations associated with terrorism must be included in all sub-recipient agreements. Additionally, all standard provisions under your Community REACH grant agreement must flow down to your sub-grant recipients. The standard provisions of your grant agreement can be found under the section entitled "Standard Provisions".
Question: What is required for cost share documentation?
Answer:
- The cost share required under your Community REACH agreement must be documented and is subject to audit.
- Cost share or matching funds must be from a non-US government source (i.e. they may not be from another USAID funded project).
- All contributions, both cash and in-kind, shall be accepted as part of the grantee's cost sharing (matching) when such contributions meet the following criteria:
- Are verifiable from the recipient's records;
- Are necessary and reasonable for proper and efficient accomplishment of project objectives;
- Are types of charges that would be allowable under applicable federal cost principles;
- Are not paid by the U.S. Government under another grant or agreement
- Are provided for in the approved budget when required by Pact; and
- Conform to the following specific procedures for the recipient in establishing the value of in-kind contributions from non-US government parties: i. Valuation of volunteer services: Volunteer services may be furnished by professional and technical personnel, consultants, and other skilled and unskilled labor. Volunteer services may be counted as cost sharing or matching if the service is an integral and necessary part of an approved program.
- Rates for volunteer services: Rates for volunteers should be consistent with those paid for similar work in the recipient's organization. In those instances in which the required skills are not found in the recipient's organization, rates should be consistent with those paid for similar work in the labor market. In either case, paid fringe benefits that are reasonable, allowable, and allocable may be included in the valuation.
- Volunteers furnished by other organizations: When an employer other than the recipient furnishes the services of an employee, these services shall be valued at the employee's regular rate of pay (plus an amount of fringe benefits that are reasonable, allowable, and allocable, but exclusive of overhead costs) provided these services are of the same skill for which the employee is normally paid.
- Valuation of donated supplies: Donated supplies may include such items as expendable equipment, office supplies, laboratory supplies or workshop and classroom supplies. Value assessed to expendable personal property included in the cost (matching) share shall be reasonable and shall not exceed the market value of the property at the time of the donation.
- Valuation of donated equipment, buildings, and land or use thereof: The method used for charging cost sharing or matching for donated equipment, buildings, and land for which title passes to the recipient may differ according to the purpose of the award as follows:
- the purpose of the award is to assist the recipient in the acquisition of equipment, buildings, or land, the total value of the donated property may be claimed as cost sharing or matching.
- the purpose of the award is to support activities that require the use of equipment, buildings, or land; normally only depreciation or use charges for equipment and buildings may be made. However, the full value of equipment or other capital assets and fair rental charges for land may be allowed provided that the Grants Manager has approved the charges.
- The value of donated property will be determined in accordance with the usual accounting policies of the recipient with the following qualifications: Land and buildings: The value of donated land and buildings shall not exceed its fair market value, at the time of donation to the recipient as established by an independent appraiser (e.g. certified real property appraiser or General Services Administration representative) and certified by a responsible official of the recipient. Equipment: The value of donated equipment shall not exceed the fair market value of equipment of the same age and condition at the time of donation. Use of space: The value of donated space shall not exceed the fair rental value of comparable space as established by an independent appraisal of comparable space and facilities in a privately owned building in the same locality. Loaned equipment: The value of loaned equipment shall not exceed its fair rental value.
Question: What if I cannot meet the cost share requirement under my Pact Community REACH grant?
Answer: Failure to meet cost share requirements can be costly to a grantee. If at the end of any year (or funding period) the recipient has expended an amount of cost share or matching less that the agreed upon amount or percentage of total expenditures, the difference may be applied to reduce the amount of USAID funding the following year (or funding period), or, if the award has expired or been terminated, the difference shall be refunded to USAID. If you are having any problems with cost share or match please notify the Grants Manager as soon as possible.
Question: How should grantees acknowledge Pact Community REACH funding in public documents?
Answer: USAID and Pact shall be prominently acknowledged in all publications, videos, or other information/media products funded or partially funded through this award. Pact and USAID logos may be used. Please contact Pact for copies of the logos. Further the product should state that the views expressed by the author(s) do not necessarily reflect those of USAID with the following statement: "This [publication, video or other information/media product (specify)] was made possible through support provided by the Office of HIV/AIDS, Bureau for Health, U.S. Agency for International Development, under the terms of Pact's Award No. GPH-A-00-01-00007-00. The opinions expressed herein are those of the author(s) and do not necessarily reflect the views of Pact or the U.S. Agency for International Development."
Question: What if under my Community REACH project I have "program income" such as payment for an HIV/AIDS test or other services?
Answer:The Grants Manager must be informed of the intent to receive program income earned during the project period. Program income from a Community REACH grantee project shall be retained by the recipient and in consultation with the Grants Manager will be used in one or more of the following ways: 1) Added to funds committed by USAID and the recipient to the project or program, and used to further eligible project or program objectives. 2) Used to finance the non-U.S. Government share of the project or program. 3) Deducted from the total project or program allowable cost in determining the net allowable costs on which the U.S. Government share of costs is based.
Question: What is the procedure for closing-out a grant?
Answer: The Pact closeout procedure begins with receipt of the final narrative, financial and audit (if necessary) reports from the grantee. During the closeout procedure, pact reviews the grant file to ensure that all required narrative, audit, and financial reports are submitted and approved by Pact, all outstanding payments are disbursed, and all unexpended grant funds are returned. As soon as Pact determines that all obligations have been satisfied, we will notify the grantee in writing that it has closed the grant agreement.
